S3BANK PERSONAL ACCOUNTS V1.3
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(c) F A Richey 1997

TUTORIAL
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1.  Highlight 'BankS3' under the BANK Icon.

2.  Press <PSION-N> to generate a new file. (or via the FILE menu)

3.  Select the required drive (I suggest Internal or a RAM SSD. A Flash SSD will not be suitable, as the program regularly saves and overwrites files.)

4.  Type ACCOUNTS as a title (or anything else you fancy)

5.  Work through 'nag' screens by pressing <Enter>.  If you want to skip these screens you will have to register your copy !!

6.  You are now in the 'top-level' menu, which will contains details of the accounts you have in the Group.  (You actually need only one Group to run your accounts, but personally I run different groups for my normal accounts, my savings accounts and my expense account)

Important Note for Non-English Users:    Before starting to enter data, press <PSION-Y> and the <PSION-C> and select your own country as the Base Currency and the Group Currency.  If your country is not shown, jump forward to the 'Currency' part of the Tutorial to see how to add your country.

7.  Press the MENU key and then the left arrow key once and then again, and you will see the various modes that make up the whole program.  These can be selected either using this MENU, or by pressing a 'hot-key' ie <PSION-C> for the Currencies. The tutorial will take you through each module in turn. 

8.  Press the MENU key again until you reach the FILE commands. I hope these are obvious, and are the usual commands.  Just note that you will not be allowed to Delete the Group you are working on, you will have to Open into another Group first.  (There is no requirement for a SAVE command, as this happens automatically).

9.  Press the MENU key again for the EDIT commands and select 'Enter new account' (or press <PSION-E>).  As an example, type 'Current' for the short title, 'Current Account' for the Description, and whatever you feel like for the Opening Balance (Credit or Debit). For real, this will be the final figure on your last bank statement.  (Note the short title is limited to 10 characters, the description  can be quite a bit longer.  Don't worry too much about the Type field, it's mainly  for Quicken users, although you may wish to play with it.).  Press <ENTER> on completion.

10. Now enter (using <PSION-E>) a 'VISA' account as well,  for use later. 

11. Note that you can use the 'Update Account' (<PSION-U> or <TAB> if you want to change it, or the 'Delete Account' (<PSION-D> or <DEL>) if you make a mistake.  I have incorporated a Move Down command (<PSION-M>) if you wish to change the order later.  (It didn't seem worth having a Move Up command as well, as you can select any order you like just by using the Move Down command.  

12. Note also that the Cursor keys (& PgUp/PgDn) allow you to select an account.  Select the 'Current' account for the next stage..

13. Now move into the 'Transaction' Module.  This can be done either by using the Mode MENU option, pressing <PSION-T> or, the easiest method of all, just press <ENTER>. 

14. Now enter a transaction, such as writing a cheque.  Use the MENU, <PSION-E> or just press <ENTER> to start the process. Select the date, (to make it easy it defaults to today's date), a description and an amount (plus Debit in this case, as we are spending money).  Press <ENTER> to enter the second screen.  The  'Transfer' item is to allow the same entry to be put into 2 accounts if it is an inter-account transfer  (ie a cheque from the Current Account paying the VISA bill)..  Use the <TAB> key or the arrow keys to see how you can select another account.  Use 'External' for now, to show a cheque being paid to an external  agency. Skip the 'Budget Item' field for now, I'll explain that later. Press <ENTER> when complete.

15. Add a few more, and to demonstrate the Transfer function, do a VISA payment and select VISA in the Transfer field.  Press <ESC> (PSION-A or via the MENU), to get back to the Accounts screen, select the VISA account, and check it went in.

16. Go back to the Current Account and practice updating entries (<PSION-U> or <TAB>) and deleting entries (<PSION-D> or <DEL>).  (In the case of a transfer, unlike other programs, it will update/delete only that entry, not the one in the other account.  I think this gives you more flexibility) Note that the Update menu replaces the Transfer field with an Attribute field, leave this at the moment, it is explained next).

17. We can now simulate receiving a bank statement.  At the  start, the Initial Balance figure should match the starting  balance on the statement (In real life, if it doesn't, you must have made a mistake reconciling the previous statement!).  Now reconcile some entries on the statement, using <PSION-R>, <R> or, more easily, the Space Bar. Once you have a reconciled entry, the Initial Balance window changes to Reconciled Balance.  After each entry is checked, the new Reconciled Balance should match the balance on the statement.  

18. Having confirmed the statement, we now archive the entries.  Go to the main screen and press <PSION-J> to specify an Archive name. This will default to the same disc/directory as the normal data, but can actually be put anywhere.  (The way I suggest you use this facility is to call your archive 1997 (or whatever year it is now !), and use it till the end of the year.  Then change the filename to 1998, and use that. Once you feel you will not require the 1997 archive again, store it on a floppy and delete it from the Series 3.)  Now go back into the transaction module and archive the account using <PSION-J>,  storing the reconciled transactions in an Archive file.  (If required, you also have the flexibility of Archiving ALL entries, just deleting the entries, or specifying an end-date.)  

19. You can then view the archive at any time by pressing <PSION-V> (or by using the MENU).  When the file gets quite long, there is a 'Find' and 'Find Next' option to enable you to find a transaction. If, at a later date you wish to use another archive file just use <PSION-V>. As this is just a practice session, I suggest you now delete the Archive
file using <PSION-D>   Press <ESC> or <ENTER> to remove the message, then <ESC> to get back to the Accounts screen and use <PSION-J> to specify your preferred name for the future.

20. The other option I have included is the 'Deferred' idea, where you can put in a transaction which you know will happen in the future, but not include it in the balances. To see this, go into the Current Account, ,select the transaction, and use the menu or just press D (or <PSION-W>),( illogical I know, but I ran out of letters !!).  The entry will then be ignored in all future calculations.  I have also included an 'Auto' option for this, accessible from the main screen CONFIG menu.  If this is set to Auto, any transaction entered for a future date will be automatically deferred, and when the date arrives, the deferred flag will be cleared.

21. Each Account can hold up to 50 entries.  The program will not stop if you exceed\this, but as you will start to 'lose' the earlier entries, you will run into problems if you want to reconcile a statement at a later date.

This completes the initial tutorial, and if this is all you need you can stop here.  However, the program has much more built in.

I suggest you follow this demonstration of the more advanced functions:

BUDGET/EXPENSES
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This module allows you to keep track of how much you are spending for various categories (Oil, Gas, Holiday etc)
 
1.  Select the Budget screen using the MENU, or <PSION-B>.  

2.  Now use <PSION-E> (or <Enter>) to enter a category.  Use Electricity as an example, and any numbers you fancy for the Annual Estimate and start date, as these are purely for information. Press <ENTER> to put it in, and add a couple more for interest.  Then note that  as usual you can Update (<PSION-U>) or Delete (<PSION-D>) or Move (<PSION-M>) the entries later.  When you try updating, <PSION-U> (or <TAB>), you will see I have programmed it to allow a change to the spend, rather than an absolute value.  I decided on that because I thought the normal use would be if you paid a bill by cash and wanted to add it to the total.  If enough people want to edit the absolute value I can always incorporate that option.

3.  Now press <ESC>, select 'Current Account' and press <ENTER>. Now enter a transaction, pretending you are paying an electricity bill (<PSION-E>), fill in the usual details, then on the second screen move to the 'Budget Item' field.  Use the <TAB> key or the cursor keys (or press 'E') to select 'Electricity' then <ENTER> the transaction. 

4.  Go back into the Budget screen (<PSION-B>), and you should see that the Electricity entry now shows an appropriate increase in current spend.  (Negative to show that it is a spend). 

Note that this module is common across all Groups, unlike the Standing Orders, which are specific to a Group.  Also, any subsequent updates to account transactions, or deleting entries, should amend the Budget reading accordingly.  Also, it can be used retrospectively to include existing entries, if the Budget Field is amended during an update from 'NONE' to the Budget item..

STANDING ORDERS
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1.  Select the Standing Orders screen using the MENU key, or <PSION-O>.  Press <ENTER> to get rid off the warning notice.

2.  Now use <PSION-E>  or <ENTER> to enter a Standing Order. The date field is the first date when the order should be actioned.  You should use 'External' in the FROM or TO fields if you are paying or receiving to/from an external agency (use <TAB> or cursor keys to select other accounts), fill in a description and an amount, then press <ENTER>.  You now enter the second input screen.  Specify how regularly you want the order actioned.  (Note that the program can accept 4-weekly Standing Orders, unlike some others.)  Use today's date for the demo, Current in the FROM field, VISA in the TO field and 2 weeks as the period.  The Budget Item field serves the same purpose as already covered,  and if required specify the number of times you want the Standing Order to be actioned (0 means
indefinitely).

3.  These Standing Orders will be automatically credited/debited to/from the appropriate accounts when the initial date arrives, the date reset to the next occurrence and, if appropriate, the number of times will reduce by 1.  If it was the last time, the order is left with a 'Completed' flag against it.  You can either delete it, or leave it as a reminder.  No further  action on your part is required.

4.  As usual, you can Update (<PSION-U> or <TAB>) or delete (<PSION-D> or <DEL>) entries as required.

5.  To prove it works, press <Esc> to go back to the main screen.  You should see the Standing Order being processed, and when complete, the Account should be updated.  Go into the Orders screen, and you should see the Order date has moved on the appropriate period.

CURRENCIES
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The program provides full support for all currencies.  It caters for what I believe is the most difficult case, of someone living in Country A, running some accounts in Country B, and occasionally visiting Country C.  It does this by using 3 currency settings:

  a.   The Base Currency is the main currency for the program, and will normally be your country of origin. 
  
  b.   The Group Currency is the country where the investments are held.
  
  c.   The Secondary Currency is the country that you are
  temporarily visiting.
  
To reduce any possible rounding errors caused by currency switching, the Shares, Budget and Petrol  files are held on disc in the Base currency, and the Account files are held in the Group Currency. Although you would normally set these currencies at the start, and not change them, the program will allow you to change them and recalculate the values.

To show the capability:

1.  Select the Currency  screen (<PSION-C>).  If you want, enter a few more currencies (<PSION-E>) (France for example), specifying the Country,  Symbol (ie FF) and the exchange Rate relative to the Base Currency.  (Note the usual update and delete options are available, as well an 'Update All' option if, like me, you do them all at once from the evening paper.

2.  You will see there is a 'G' against your  currency, which shows the Group Currency in use.  There will also be a '*' against the  currency you selected as the secondary currency if it is different from the Group currency.  The purpose of the secondary currency is to allow you to enter transactions in a different currency to the Base Currency if you are temporarily there on holiday or business.  The next few steps should demonstrate this.

3.  Select a secondary currency different to the Group Currency. (Either via the MENU, <PSION-R> or selecting it and pressing <ENTER>.  Press <ESC> again, then <ENTER> to go into the Transactions screen for the Current Account.

4.  Now select the Foreign Currency option <PSION-G>.  This will now remain in force for this Account, until reversed, even if you exit the program (Note that it only affects this Account, not the whole Group, if you want the whole Group to be affected, use the <PSION-Y> and Currency option from the main screen.).  Now enter a new transaction (<ENTER>).  The difference is that a new Currency field is offered.  This defaults to your secondary currency, but can be set to any currency you like.  When you enter the transaction, you will find that the amount has automatically converted to the Group Currency.  Once you are happy, deselect the Foreign Currency option <PSION-G> before you quit.

5.  Finally, in the Currency screen, there is a conversion option (<PSION-C>), which is straightforward, and for those who have fixed overseas allowances, an optional allowances column to enter daily allowances.  (This is for info only and is not used in any calculations. Use the Update option to set the figure)

SHARES    
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If you have a shares portfolio, you can use this program to keep track of their value, and their history.

1.  Select the Shares screen (<PSION-S> or the MENU), and press <ENTER> to remove the warning.

2.  Enter a couple of example shares. (<PSION-E>) (For reasons that will become obvious, you can't use <Enter> in this case).  Note that the currency in use is shown on the bottom line, if you wish to change it, then use a Group which has the correct Base currency.

3.  The usual update, delete and move options are available, plus a new 'Update All' option (<PSION-L>).  I use this once a week to update every share at once.  Try this, and then say 'Yes' to  the 'Update History' question.  Now select a share and press  <ENTER> (or <PSION-G>) and you will see the history display.  Once you start updating regularly, the values will be tabulated on the left, and a graph of performance will be drawn on the right.   (While you in this screen, you can set the X-Scale Factor (<PSION-G>) to  the number of pixels/entry; use this depending on how many  entries you have, and the Y-Scale factor (<PSION-Y>) to the max/min values of price or an automatic scaling).  In this mode, you can also change the start date (<PSION-R>), if the history file starts to get a bit long. 

4.  <ESC> gets you back to the Shares screen, and I suggest  you now delete the history file <PSION-K>, as this was only a  demo.

5.  Finally, I personally have the Shares included as a separate Account inside my Savings Group, and it is programmed to automatically update the total if I change the Shares screen.  This option is offered to you if you generate a new Account in any Group with a short title called 'Shares'.  

6.  Press <ESC> to go back to the Accounts screen.

PETROL
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I have included this option to keep track of my petrol consumption. Initially it was just for one car, but some of my friends asked if it could cope with more than one.  It will now accept 10, which should be enough for anyone.

1.  Go into the Petrol screen (<PSION-P> or Menu) and press <ENTER> to remove the warning message.  Note that it defaults to Litres and Miles, if you want to use UK or US Gallons, or kilometres, press <PSION-G> and <PSION-K> to change the defaults, and press <ENTER> again to remove the messages (Sorry, but I have spent a great deal of time on this programme and would encourage you to register !!).

2.  Type <PSION-+> to add the first car, calling it anything you like, although the type is probably a logical choice.

3.  You can now enter the details manually, or automatically.  First try a manual entry:  type <PSION-E> and fill in the details.  The cost in the first screen is how much you spent.  Note that in the second screen it will actually allow you to enter the total in litres or gallons.  (It defaults to your last selection, rather than the screen selection, as I personally like to enter the total in litres and have the screen show Miles/Gallon)  or just the price per litre/gallon.  If you called the screen from an account where the foreign currency option was selected, or the global foreign currency option is selected, you will also be offered a foreign currency option.  Put in a representative mileage for the first entry  (Note:  this is the total mileage read directly off the mileometer, NOT the mileage since you last filed up the tank). After entry, the screen will indicate the baseline entry.

4.  Now type in another value, again using a logical mileage.  You should see that the spot MPG (or KPL etc) has now been evaluated, and that the average MPG is the same as the spot.  (Logical, of course, because it only has 1 entry to work on. With multiple entries it will work out a longer-term average.)

5.  This method of entering is really only for the case where you pay cash for petrol.  If you pay by cheque or plastic, it will be entered automatically.  To demonstrate this, press <ESC> and then go into the Current Account.  Enter a new transaction, making sure the Description or the Reference is 'Petrol' (or 'petrol' or 'PETROL').  After pressing <ENTER> you should be asked if you wish to update the History file.  Press Yes, and fill in the details as before.  On completion, go to the Petrol screen and you should see that it has been entered, and the MPGs have altered accordingly.

6.  Now try entering a second car (<PSION-+>) (don't worry if you don't have one, you can delete it later).  The screen will now display the new car, and you can repeat a similar exercise as for the first car.  If you now enter a petrol transaction into the Current Account you will see that an extra field has appeared, allowing you to specify which car the purchase relates to.  Select the second car for this exercise. 

7.  Finally, go back to the petrol screen, noting you can select either car with <PSION-J>, and delete the second car using <PSION--> (and the first one as well, if you don't want to use this option). 

8.  Because this is a history file, I have not included an option to delete any entry except the last line, as this would wreck the 'Average MPG' calculation.  Also, if you subsequently alter a Petrol transaction in the normal Account, it will NOT automatically update the Petrol history.  Therefore, I have incorporated an 'Update' option to correct any mistakes. 

GENERAL
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There are lots of other 'Bells & Whistles'.  They are discussed as follows:

1.  By popular request, I have included a 'Quicken' Import and Export option.  As it was very simple, I also included an option to export an ASCII file, and a 'Comma Separated Variable' (CSV) option which could be loaded into any spreadsheet.

2.  Just to be REALLY safe, I have also provided a BACKUP and RESTORE option to keep a spare set of data.  I still use it all the time, although think the program is safe. (But then I would say that wouldn't I !!)

3.  To register, press <PSION-+> and CAREFULLY enter the code (obtainable from me for the registration fee).

4.  I have provided information screens. <PSION-W> from main screen and <PSION-N> from the Transactions screen.

5.  Again, after popular demand, I have incorporated a 'Look Ahead' mode <PSION-L>.  For example, on the 27th of the month, you can have a prediction of your status on the 2nd of next month when all Standing Orders and Deferred Transactions are taken into account.  I must warn you that this does take some time to operate so don't try it if you are in a hurry.

6.  When I first wrote the programme, it was obviously designed for my own use.  Following comments received from V1.0, some of the details have become configurable vis <PSION-Y> in the main screen. 

So far, these are as follows:

a.   The Symbols for Cleared, Reconciled and Deferred entries can be defined.
  
b.   Mark Jelic from Australia tells me they use 'Future Transactions' rather than 'Standing Orders'.  This has been incorporated (along with a Litres/100Km option in the petrol screen.)
  
c.   He also wanted the option of having the Escape key to offer a quick way of changing accounts, rather than returning to the main screen.  He gets his wish.  The rest of you can do this by using <PSION-T> from the Transaction screen.
  
7.  Note the individual Groups can be Password protected.  Use <PSION-Y> then <PSION-P> from the Accounts screen.

8.  The Printer Setup menu allows you to specify page length. (Because it only outputs text, there is no necessity to specify the printer type.)  It also gives you the option of outputting to an ASCII file for another wordprocessor. The appropriate modules also allow the details to be printed.

9. I have put in a separate option to allow foreign currencies to be used in the Budget screen even if they are not being used anywhere else.  (This program is nothing if not flexible).

10. Don't forget the Help menu (<HELP> or <PSION-H> for context sensitive help)

I think that's just about it, if anyone can suggest an improvement to these notes, please let me know as well.

Cheers

Al Richey