Mackro Solutions 8326 Naomi Rd. Eau Claire, MI 49111 (616) 944-5609 Equipment required: IBM PC/XT/AT/386 or true 100% compatible MS-DOS or PC-DOS versions 2.11 or later 512K RAM (640K preferred) 1 floppy drive & 1 hard disk "Mackro Accounting for Church Treasurers" has been well tested and in use for several years at 700 plus sites. The programs were created for people with little or no computer knowledge or accounting knowledge, but sophisticated enough for experienced users. State-of-the-art windowing features and on screen helps make these programs easy to use and very user friendly. Quick reference installation (see below for detailed instructions) 1. Make a directory for the program files MD C:\MA 2. Copy program files to the program directory COPY A:*.* C:\MA 3. Repeat step 2 for each program disk 4. Make a subdirectory within the program directory for data files MD C:\MA\DATA 5. Copy the data files into the data file subdirectory COPY A:*.* C:\MA\DATA 6. Copy the BAT file from program disk 1 to the root directory COPY A:*.BAT C:\ 7. Make sure the CONFIG.SYS file in the C: root directory has an entry of FILES=20 (20 or more) 8. Log unto the root directory and execute BAT file MA DATA INTRODUCTION *** OVERVIEW MACKRO ACCOUNT is a financial records management software package for Church Treasurers. With it you can maintain a name & address database, an account database, process and verify contributions and deposits, produce receipts, print and post cash disbursements, distribute funds, post general accounting entries, and print varying levels of financial statements and reports. *** Memory-Resident Software Some memory-resident programs will interfere with the operation of MACKRO ACCOUNTING. Memory-resident programs are programs that are loaded into memory and can be activated at any time by pressing a key. Examples are programs that give you calculator and calendar functions or print spooling (the ability to handle printing as a "background" task while you are performing other work). To avoid problems, terminate memory-resident programs when using MACKRO ACCOUNTING. *** GETTING HELP Whenever the computer is waiting for input from the keyboard the key may be pressed and a help message will appear in the upper right-hand corner of the screen. These help messages pertain to the cursor's location at the time the key is pressed. To remove the help message and restore the original screen press any key. *** SCREEN ENTRY Entries you make on the screen do not update the data base until you give a positive response to an action prompt (e.g. RUN, SAVE, POST, etc.). You may treat the screen as a scratch pad in the sense that you can massage the data on the screen as much as needed until you are satisfied with it. Only when you are ready and respond to the action prompt is the information on the screen used to update the data files. *** SPECIAL KEYS Throughout this manual specific keys on the keyboard are shown like . Below is a list of the most common keys: ........Return. Used to end a line of information or command. Sometimes marked Enter, CR, Line Feed or LF on the key. ....Up Arrow. Used to return to a previous screen item. ..Down Arrow. Used to advance to the next screen item. ........Escape. Used to signal that you are finished with a function and wish to proceed to the next step or exit the function. .........Function 1. Used to display help messages. .......Used to activate features. ........Insert. Used to insert information. ........Delete. Used to delete information. *** ESCAPE KEY The key is used to signal that you are ready to proceed to the next step or exit from the function. You do not have to advance through all items on a screen to get to the bottom. At any point on the screen, pressing the key will cause the program to advance to the next step (usually checking the entries before prompting you for an action). At every action step, error, or warning you are given the opportunity to press to exit back to a previous step without performing an action with the data on the screen. Entries on the screen have no effect until you specifically give a positive response to an action prompt (e.g. RUN, SAVE, POST, etc.). A negative response to an action prompt will allow you to continue to edit the entries on the screen. In any case, information will be displayed (usually at the bottom of the screen) indicating what escape response is applicable. *** EXIT When you finish using MACKRO ACCOUNTING, you must exit before turning off the computer. Turning off the computer before exiting can cause problems. The key is used to indicate that you are finished with the particular function you are in. If there is a process pending, messages will be displayed allowing you to indicate what action to take. Pressing will always take you back one step until you finally exit MACKRO ACCOUNTING. GETTING STARTED *** PACKAGE CONTENTS Before you start make sure you have the following: Reference Manual (this manual) 2 or 3 Program Diskettes (see below) 1 Database Diskette *** INSTALLATION Make sure you follow each step of these installation instructions carefully. If you skip a step or enter a command incorrectly the program will not operate as intended if it will operate at all. * Config.sys NOTE: THE CONFIG.SYS FILE WILL BE LOCATED ON THE C: DRIVE EVEN IF YOU ARE INSTALLING THE PROGRAM ON ANOTHER DRIVE. Make sure DOS is up and running on the root directory of drive C (the DOS prompt C:> should be displayed). To make sure you are in the root directory of drive C, type: C: then press CD \ then press MACKRO ACCOUNTING uses several files simultaneously. For DOS to allow this you must have a CONFIG.SYS file in your root directory that must contain the command FILES=20 (the number must be at least 20). To determine if you have this file and if it contains the FILE command, type: TYPE CONFIG.SYS then press If the file exists, its contents will be displayed on the screen. Check for the FILES=20 command. If it is present, advance to Program Installation. If the file does not exist or does not contain FILES=20 then type: COPY CONFIG.SYS+CON CONFIG.SYS then press When the word CON appears on the screen type: FILES=20 then press The following message will be displayed: 1 File(s) copied You must now re-boot your system to have the commands take effect (one way to re-boot is to press keys simultaneously). * Program Installation The remaining installation instructions assumes that the software and data files will be installed on the hard disk C:. If you have a second hard disk (or partition) you may install it there; just substitute the desired drive letter as appropriate. You need to create a directory on your hard disk for MACKRO ACCOUNTING to keep it separate from anything else on your system. To create the program directory, type: MD C:\MA then press To copy the programs into the directory, insert the first PROGRAM DISKETTE into drive A then type: COPY A:*.* C:\MA then press After the drive A light goes out remove the program diskette then repeat the command with each PROGRAM DISKETTE. Do not install the database diskette at this point. It will be installed in the next step. * Database Installation You must use a copy of the prepared databases to start a new set of records. For ease in making backups, a separate data subdirectory should be set up for them. If you will only be keeping records for a single organization set up one production database subdirectory. Give it a short name such as CHUR, or the initial of your church. To create a database subdirectory, type the following replacing ???? with the subdirectory name you will be using: MD C:\MA\???? then press If you will be keeping records for multiple organizations set up a database directory for each. Repeat the above command for each database subdirectory you wish to set up. In addition to your "production" database directory it is a good idea to set up an additional subdirectory named TEST for a copy of the databases to be used when you want to experiment with a function of the software without affecting your actual database. To install a copy of the startup databases in any of the data subdirectories you created, place the DATABASE DISKETTE in drive A: then type the following replacing ???? with a database subdirectory name that was created with the previous command: COPY A:*.* C:\MA\???? then press Repeat this command using the name of each database directory you set up. * Batch File Installation A DOS batch file that can be used to activate MACKRO ACCOUNTING has been provided on the program diskettes for your convenience. A batch file is simply a batch of DOS instructions that can be activated with a single command. MACKRO ACCOUNTING batch file, MA.BAT, will be located in the C:\MA directory after installation of the software. If you wish to create your own batch file or incorporate MACKRO ACCOUNTING into a menu program you may use the supplied batch file as a pattern. However, unless you are proficient with setting up batch files you should use the one supplied. Copy the MA.BAT file to your root directory by typing, at the C:\ prompt in DOS: COPY C:\MA\MA.BAT C:\ then press *** STARTING THE PROGRAM If you have followed the preceding directions properly you should have all necessary program and data files ready for use. To start the program using the batch file installed above, type the following in DOS at the C:\ prompt (where ???? is replaced with the name of the subdirectory containing the databases you wish to work with): MA ???? then press If you cannot activate the program, review the installation steps to make sure you did not omit a step or enter the information incorrectly. If all else fails, reinstall the software and data files. * First Time Start The first time you start the program with a new set of databases, it will ask you for the initial receipting year for contributions and the fiscal year for account financial statements. You must supply this information before the program will allow you to proceed. If you set up multiple sets of databases, you will need to supply the information for each one. * Receipting Year Contribution History must be kept by calendar year for tax purposes. You must enter the last two digits of the year you wish to start with at the prompt: Enter receipting year for Contribution History file: [ ] (e.g. 89) The program will then set up the necessary control information and an empty database (file) for that year to receive contribution entries that can be used for reports and receipts. Refer to the Starting With Contributions chapter at the beginning of the Contributions & Deposits section for further information on building your databases. * Fiscal Year You may keep your account database (general ledger) on a calendar year or a non-calendar fiscal year reporting basis. A calendar year starts in January and ends in December. A non-calendar fiscal year may start with any other month and end a year later (e.g. July through June). MACKRO ACCOUNTING can work with any fiscal year that starts and ends on a natural month break. Enter in the beginning and ending month/year for the most recent year that ended -- the Starting With Accounting chapter will give you a chance to change the dates if necessary at that point. Enter the dates for your most recently completed accounting year: Beginning Month/Year [ / ] Ending Month/Year [ / ] For example, to set up the calendar year 1989 enter 01/89 and 12/89. To set up a fiscal year starting July 1988 and ending June 1989 enter 07/88 and 06/89. The program will save the dates as part of its accounting control information. *** UPDATE ORGANIZATION INFORMATION After you have set up the required control information above, you will be allowed to enter the program and the main menu will be displayed. However, there is one additional piece of information that should be set up for each database set before actually starting to use it: the organization information. To enter your organization information select Misc. Functions (choice 9) on the main menu then select Update Organization Information (choice 1). Enter in the name and address to be used for report headings, return address, etc. This will identify each report as belonging to your organization. After entering in the organization information press then . You will receive the following message: Are you ready to SAVE this data? _ (Y/N, =exit) Check over the information. If the information is not yet the way you want it press . The cursor will return to the address area for further editing. If the information is correct as is press it will be saved for future use. The third option =exit is a way to allow you to exit from this function without saving any changes made. This option can also be used in the future if you wish to look at the information and exit without making changes. You have now completed the installation and set up of MACKRO ACCOUNTING. You should now read the next chapter before using the software. MAIN MENU All functions of MACKRO ACCOUNTING software are activated from the Main Menu. This menu will be your starting point for each session with the software. Each menu entry may be referred to as a function or program. In the following documentation the terms are used interchangeably. Some menu selections will present you with another menu from which to make a further selection. In other cases you will be presented with a screen that can be used to update information or post entries. The chapters that follow will explain each function and show samples of the way the screen will look as well as samples of the printouts produced. *** MENU SCREEN After you have installed the programs (see GETTING STARTED chapter) and started the program the Main Menu will be displayed. *** SELECTION A highlighted bar is used to indicate the menu section from which a selection may be made (see Contributions & Deposits line above). To move the highlighted bar between the Contributions & Deposits section and the General Accounting section use the or keys as appropriate. Once the highlighted bar is positioned at the desired section, you may enter the number or character of the function you wish to activate. To quit MACKRO ACCOUNTING and exit back to DOS press . *** PROGRAMS The numbered programs on the left side of the menu change information on the databases. The lettered programs on the right side of the menu only read the information on the databases. These lettered programs produce reports or make backup copies of the files and can be run whenever and as often as you wish. Programs can be selected by moving the highlighted bar to the desired section and then typing the number or character of the program. The programs are briefly described on the following pages. There are two groups of programs: the Contributions & Deposits Group and the General Accounting Group. These two groups are respectively represented by the two sections on the Main Menu. The Contributions & Deposits Group consists of the following: Name & Address Update Name & Address Lists Contribution & Income Entry Contribution Reports Deposits Receipts Misc. Contribution Functions Backup Accounting Files The General Accounting Group consists of the following: Account Update Account Lists Check Disbursement Entry Entry Lists (Journals) Local Funds Transfer Entry Account Balance Lists General Accounting Entry Account Ledger Reports Monthly/Annual Closing Financial Reports Misc. Account Functions Backup Accounting Files *** CONTRIBUTIONS & DEPOSITS GROUP The Contributions & Deposits group consists of several programs that allow you to account for contributions & other income that make up deposits. You may set up names and addresses, post contributions, make deposits, print lists, reports and contribution receipts, perform miscellaneous contribution functions, and backup up contribution files. The programs in the Contributions & Deposits group may be used with, or independent of, the General Accounting Group programs (i.e. you may use the group of Contributions & Deposits programs as a stand alone contribution receipting system). The Contributions & Deposits programs are logically paired. Each program that changes information on the database has a logically corresponding report program shown to its immediate right. This does not dictate the order in which the programs are run, but, it does reflect which report program is likely to be run after performing a function that changes information on the databases. These programs are discussed in paired order below. * Name & Address Update The Name & Address Update program is used to enter and maintain a Name and Address database of members, donors, interests, etc. for labels, contributions, and other purposes. Other information besides the name and address may be entered to identify the characteristics of a particular individual for selection or informational purposes. To update names and addresses, press <1> at the CONTRIBUTIONS & DEPOSITS section. * Name & Address Lists The Name & Address Lists program will allow you to list the information saved on the Name & Address database. You may choose to organize the list in alphabetic or ID sequence and send the report to the screen, printer or disk. The program will produce standard 1-up address labels, name and address lists, or lists with all information from the name and address database. To produce name and address lists, press at the CONTRIBUTIONS & DEPOSITS section. * Contribution & Income Entry The Contribution & Income Entry program is used to post direct outside income for which a deposit or receipt is required. As the contribution detail is entered it is saved in an open deposit database. Entries may be edited using this program as long as the deposit remains open. You may print a detail contribution report or a trial deposit list of the information on the open deposit database to verify the entries. To post contributions and income, press <2> at the CONTRIBUTIONS & DEPOSITS section. After verifying and editing the contributions you will use the Deposits function to close the deposit. At that point the contributions can no longer be edited. Closing the deposit makes the contributions available for receipts, deposit reports, or posting to the account database. Indirect income not requiring deposit or receipts (e.g. accrued interest on savings or checking accounts) may be entered directly into the account database once you are using the General Accounting section. Use the General Accounting Entry program for this purpose. * Contribution Report The Contribution Report program will produce a detail list of the contributions by donor in the "open" deposit (cash and checks on hand and not yet deposited) to allow you to verify the contributions before the deposit is closed. It will also produce detail or total recap reports or contribution summaries by offering type for any range of deposits already "closed". You may send the report to the screen, printer or to disk. To produce contribution reports, press at the CONTRIBUTIONS & DEPOSITS section. * Deposits The Deposits program is used to produce a deposit list and contribution summary, close the current (open) deposit, and/or post deposits to the account database. To close deposits, produce deposit lists, or post a deposit, press <3> at the CONTRIBUTIONS & DEPOSITS section. Run trial deposit lists as often as necessary to verify the contents of the open deposit prior to closing it. You may edit the contributions in the open deposit by using the Contribution Entry program. Closing the deposit makes it permanent in that no further editing may take place except for the dates -- corrections to closed deposits must be made by additional correcting entries. Closed deposits may be posted to the account database. However, do not post them to the account ledger until you have set up your account balances and are ready to start using the General Accounting section. The Starting With Accounting chapter explains how to coordinate the two functions if you have been recording contributions for a period of time before you start using the General Account section. Posting deposits only affects the account ledger and has no effect on contribution receipting itself. * Receipts The Receipts program is used to produce donor receipts in ID sequence. They may be produced as often during the year as desired, however, quarterly or annually will probably be most common. You may specify the period (based on deposits) to be covered by the receipts. The report may be sent to the screen, printer or to disk. For printed receipts, use plain white 8.5x11 paper (9.5x11 computer stock) or a special pre-printed form (see Receipts chapter). To produce receipts, press at the CONTRIBUTIONS & DEPOSITS section. * Miscellaneous Contribution Functions The Miscellaneous Contribution Functions control the operation of features of the contribution programs, provide or modify information used by them, or reorganize files. You will very seldom have to use them but they are important when you need them. To select miscellaneous contribution functions, press <9> at the CONTRIBUTIONS & DEPOSITS section. The Update Organization Information function will allow you to enter or edit the organization name and address that is printed on most reports. The address is printed on deposits and other lists and can be printed on receipts if your organization's name and address is not pre-printed on the forms. The Update Contribution Control function will allow you to change the information used by various programs to control features or information displayed on the screen. Some controls may be changed at will; some should be left alone except under direction of your software coordinator. The Re-index Contribution Files function will allow you to rebuild the index portion of your databases from the data portion. The files are in two parts: the data portion (that which you enter and save) and the index portion (a part built by the programs to allow them to access records in different orders e.g. alphabetic, numeric, etc). If, after experiencing hardware or power problems, you discover that one or more of your database files is corrupted, re-indexing them will many times solve the problem. This function will also remove "holes" left by records that have been deleted but not removed from the file. The Split Contribution History File function will allow you to break your contribution detail into separate files. Because the contribution detail continues to accumulate during the year the database can become quite large. Although you normally should keep the entire year's contribution detail together on the disk, it may not always be possible without running out of space, especially on smaller capacity disk drives. This function will create a new file containing a summary for each donor and each deposit from the original contribution detail. The original contribution history file may then be removed from the disk to free up space. The Update Contribution History Account Number function will allow you to change the account numbers or names of "split" history files. As account numbers or names are changed the account information on the current contribution history file is automatically updated. If you have split your contribution history file, the older detail history file(s) will not be automatically be updated. Use this function to update the previous sections of a split contribution file for the same year to keep reports consistent (i.e. using the same account numbers) for the entire year. The Rebuild Contribution History Account Table function will allow you to rebuild a corrupted or missing account table for any contribution history file. This table lists each account used on the history file and is required for some programs. If for some reason this table is missing when it is needed by a program you will get an error message asking you to rebuild it. Use this function to do so. The Change All Open Contribution Dates function will allow you to correct all dates for a deposit. If you have not closed the deposit you can edit the date of each contribution using the Contribution Entry program. However, since all contributions for a given deposit will normally have the same date, you may use this function to change them all at once. This function is also the only way you can change contribution dates after a deposit is closed. The Delete Open Contribution Entries function will allow you to completely erase all contribution entries in the open deposit if you get to the place where you just want to start the batch over. Only in very unusual situations should this be needed. You should note, however, that there is no method of undeleting the entries, other than re-entering them, once you delete them. The Change Deposit Date function will allow you to correct a deposit date. Other than account numbers and names, this is the only information that can be changed once a deposit has been closed. All other corrections must be made by posting correcting entries with the Contributions & Income program. Backup Contribution Files The Backup Contribution Files function will allow you to make backup copies of the contribution databases. You can invest a lot of time using MACKRO ACCOUNTING. The databases stored on your system will become more valuable the longer you use it. This is an investment that you must protect. It may be impossible to replace the information on your data files if, by accidental (or malicious) means, they are erased or an equipment or power malfunction destroys them. Backup copies ensure that a copy of the information can be restored if the original is lost. To back up your contribution files, press (Z) at the CONTRIBUTIONS & INCOME section. One of the reasons that you were instructed to set up a separate subdirectory for your data files in the Getting Started chapter is so that a copy of the data files can be made without having to also copy the program files each time -- the original program diskettes can serve as the program backup copy. This will reduce the number of diskettes used. As you add data to the files they will grow in size. You will need several diskettes to make a backup of you files. As the year progresses the files will continue to grow in size, still more diskettes will be needed. Keep additional formatted diskettes handy so they can be added to the backup set. *** GENERAL ACCOUNTING GROUP The GENERAL ACCOUNTING group consists of several programs that may be logically divided into five sub-groups: programs that update and list accounts (1 & A), programs that post information to the account database (2-4), programs that produce general accounting working papers (B-D), programs that close periods and produce financial reports (5 & E), and other functions (9 & Z). The programs are discussed in this order below: * Account Update The Account Update program is used to set up and maintain an account database for accounting purposes. Information set up with this program includes the account number and name, controls indicating how the accounts should be used, and budget amounts. The accounts in the database may then be posted to, using the various entry programs. The results of those postings may be shown in various lists and reports. To update accounts, press <1> at the GENERAL ACCOUNTING section. * Account Lists The Account Lists program will produce a list of the accounts (chart of accounts) on the account database. You may send the report to the screen, printer or to disk. To produce a chart of accounts, press at the GENERAL ACCOUNTING section. * Check Disbursement Entry The Check Disbursement Entry program is used to post check transactions. You may either record checks already typed manually or have the program print the check prior to posting the transaction. Posting the disbursement will update the balances of the accounts and the transaction detail is saved for journal lists, ledger reports, etc. If you use the program to print checks, use MOORE Business Forms series 7030 multi-purpose checks or equivalent. To post checks, press <2> at the GENERAL ACCOUNTING section. * Local Funds Transfer Current accounting practice for "other nonprofit organizations", which includes churches and schools, assumes that there is a primary source of general income into the organization that will be distributed, or allocated, for various purposes. This distribution takes place as a periodic transfer (usually monthly) of general funds to specific areas (we call these areas local funds). The Local Funds Transfer program is used to post these transfers. You specify a local fund that will be the source and up to thirty local funds to receive the amount being transferred. You can also edit and save budgeted transfer controls that may be used for your monthly distribution. To transfer local funds, press <3> at the GENERAL ACCOUNTING section. * General Accounting Entry The General Accounting Entry program is used to post general accounting transactions not covered by other entry programs, including indirect income such as checking and savings interest. It is also used to post prior-year adjusting or correcting entries. Standard debit/credit accounting designations are used (see Appendix A for examples) and each transaction must balance before you are allowed to post it. Posting the entries will update the account balances and save the detail for journal lists, ledger reports, etc. To post general accounting entries, press <4> at the GENERAL ACCOUNTING section. * Entry Lists The Entry Lists (Journals) program will produce lists of transactions in the order in which they were posted from any accounting entry program. These lists are commonly called journals. You may send the lists to the screen, to the printer, or to disk. It is recommended that you print out entry lists at least after closing each month. To produce entry lists, press (B) at the GENERAL ACCOUNTING section. * Account Balance Lists The Account Balance Lists program will reproduce a list of accounts and their balances. These lists take the place of the report commonly called the trial balance. The entry programs insure that your ledger is always in balance so these lists will primarily serve as a preview of the information that will make up your financial reports. The list may be sent to the screen, printer or to disk. To produce account balance lists, press (C) at the GENERAL ACCOUNTING section. * Account Ledger Reports The Account Ledger Reports program will produce a detail list of transactions by account. These lists are commonly called the ledger. You may send the report to the screen, printer or to disk. You can select any account or account range to be listed so the program is useful for producing detail copies of specific accounts (e.g. bank accounts for reconciliation, expense accounts for analysis, etc.). It is recommended that you print a complete account ledger report for all accounts after closing each month. To produce an account ledger report, press (D) at the GENERAL ACCOUNTING section. * Monthly/Annual Closing The Monthly/Annual Closing program will prepare the file for the next accounting period. In the case of monthly closing, the current account balances are recorded as representing a specific month-end. These monthly balances are then used for reports, etc. Annual closing will prepare the file to accept postings for a new accounting year. To close a month or year, press (5) at the GENERAL ACCOUNTING section. * Financial Reports The Financial Reports program will produce monthly and annual financial statements for formal presentation to your controlling board and finance committee. The program will allow you to select different levels of reports which vary in their level of detail. To produce financial reports, press (F) at the GENERAL ACCOUNTING section. * Miscellaneous Accounting Functions The Miscellaneous Accounting Functions control the operation of features of the accounting programs, provide or modify information used by them, or reorganize files. You will very seldom have to use them but they are important when you need them. To select miscellaneous accounting functions, press <9> at the GENERAL ACCOUNTING section. The Update Organization Information function will allow you to enter or edit the organization name and address that is printed on most reports. The address is printed on some reports. The Update Accounting Control function will allow you to change the information used by various programs to control features or information displayed on the screen. Some controls may be changed at will; some should be left alone except under direction of your software coordinator. The Re-index Accounting Files function will allow you to rebuild the index portion of your databases from the data portion. The files are in two parts: the data portion (that which you enter and save) and the index portion (a part built by the programs to allow them to access records in different orders e.g. alphabetic, numeric, etc). If, after experiencing hardware or power problems, you discover that one or more of your database files are corrupted, re-indexing them will many times solve the problem. The function will also remove "holes" left by records that have been deleted but not removed from the file. The Verify Account Ledger function will analyze your account database and perform corrective measures, if appropriate to attempt to recover a corrupted file. Each program that posts entries to the account ledger performs a check to determine if all prior postings and account number changes have completed properly. If a posting or account number updating process is not allowed to complete due to power problems, equipment malfunction, or operator intervention, no further entries can be posted to the account ledger until it has been verified and corrected. You may also run this program any time you feel there may be a problem even if the programs have not indicated there is one. It will not affect your accounting records if everything is in order. If there are problems, however, it will correct any it discovers. The Edit Account Transactions function will allow you to edit the date, reference and/or description for any transaction. If you posted to the wrong account or entered the wrong amount you must make a correcting entry. Refer to the chapter covering the entry programs for correcting entries of this nature. However, if you posted using the wrong date, reference, or description, or if you just want to edit one of these items to make it more satisfactory, use this function to do so. The Reverse Annual Closing function will allow you to reverse the effect of an annual closing. The balances and transactions for the oldest year, however, cannot be recovered by this process. The only way you can totally reverse an annual closing is to restore the files from a backup copy made just before the closing. This program should never have to be run unless you are not paying attention and perform an annual closing unintentionally. Since you can use the General Account Entry program to post to prior years, you should not have to reverse an annual closing to make additional postings or auditor's adjustments. * Backup Accounting Files The Backup Accounting Files function will allow you to make backup copies of the accounting databases. You can invest a lot of time using MACKRO ACCOUNTING. The databases stored on your system will become more valuable the longer you use it. This is an investment that you must protect. It may be impossible to replace the information on your data files if, by accidental (or malicious) means, they are erased or an equipment or power malfunction destroys them. Backup copies ensure that a copy of the information can be restored if the original is lost. To back up your accounting files, press at the GENERAL ACCOUNTING section. One of the reasons that you were instructed to set up a separate subdirectory for your data files in the Getting Started chapter is so that a copy of the data files can be made without having to also copy the program files each time -- the original program diskettes can serve as the program backup copy. This will reduce the number of diskettes used. As you add data to the files they will grow in size. You will need several diskettes to make a backup of your files. As the year progresses the files will continue to grow in size, still more diskettes will be needed. Keep additional formatted diskettes handy so they can be added to the backup sets. STARTING WITH CONTRIBUTIONS This chapter outlines the steps you must take to set up a contribution system using MACKRO ACCOUNTING. The Contributions and Deposits section of the software can be operated independently of the General Accounting section. You do not need to start use of both sections at the same time. In fact, if your accounting year is not a calendar year, you should start the contribution section at the beginning of the calendar year and the accounting section at the beginning of the accounting fiscal year. *** Step 1: LIST ACCOUNTS The account database released with MACKRO ACCOUNTING contains trust and income accounts for contributions. Use the Account Lists function to print a list of them. Review your list. The accounts released with MACKRO ACCOUNTING have been given numbers appropriate for their function in accounting. If you need to add accounts refer to the Account Update chapter of the General Accounting section of this manual for guidance. Appendix A contains a discussion of trust and local funds that you should also read before you add accounts, particularly if you question the numbering of the accounts. Do not attempt to renumber accounts without reading both Appendix A and the Account Update chapter. Without an understanding of these chapters you will most likely end up with undesirable results. Use the Account Update program to add any contribution income or trust accounts you feel you may need and delete those not needed. Change the name of any account that may need it. Update your accounts and run account lists until you are satisfied with the results. Keep in mind that you can always add or change accounts in the future. *** Step 2: CHECK CONTRIBUTION YEAR If you followed the procedures outlined in the Getting Started chapter you will have specified your starting contribution year. If for some reason the year you entered is not correct, use the Misc. Contribution Function: Control Update to change it now. *** Step 3 ENTER NAMES & ADDRESSES You are now ready to enter names and addresses. Use the Name & Address Update program to set up the individuals for whom you will be receiving contributions. Refer to the Name & Address chapter later in this chapter for instructions on assigning IDs. Additional names can be added later as needed. *** CONTRIBUTION CYCLE When you have checked your donation accounts, verified the contribution year control, and entered names and addresses, you are ready to start recording contributions. Your normal cycle will follow a rather regular pattern. * Weekly Use the Contributions & Income Entry program to record contributions. These will be posted into an "open" contribution file. The Contribution Report and Trial Deposit programs can be used to print lists to verify your entries. Use the entry program to correct any errors in the "open" contribution file. Once you have checked your "open" contribution entries and are satisfied that they are correct, use the Close Deposits function to "close" the deposit and print a final deposit list. This list may be used for your deposit to the bank. Repeat this procedure each week. * Periodically You may print receipts for any period you choose (monthly, bi-monthly, quarterly, semi-annually, or annually). Run receipts as many times as needed with full detail, just recap information or both. Once you start using the General Accounting section you may post your deposits to the account ledger by running the Post Deposit function. However, do not post deposits to the account ledger until you set up your account balances and start using the General Accounting section. Posting deposits is a function that only affects the account ledger and has no effect on contribution receipting itself. There are instructions in the Starting With Accounting chapter that will explain how to coordinate your deposits with the accounting function once you start using the General Account section. * Year-End No special procedure is needed at year-end since contributions are recorded by calendar year and the date of the contribution gives the programs the information needed to keep each year separate. STARTING WITH ACCOUNTING This chapter outlines the steps you must take to set up your church accounting records using MACKRO ACCOUNTING. If your church also runs a school, the school accounting should be kept separate from the church accounting. MACKRO ACCOUNTING for School Treasurers, specifically designed for church schools, should be used for that purpose. To set up your church accounting records, follow these steps carefully to insure that you get started properly. Do not attempt to take short-cuts. There are audit controls built into the programs that may make it difficult to correct any problems you create if you do not follow these steps. The General Accounting section of MACKRO ACCOUNTING can be operated independently of the contribution section. You do not need to start use of both sections at the same time. In fact, if your accounting year is not a calendar year, you should start the contribution section at the beginning of the calendar year and the accounting section at the beginning of the accounting fiscal year. Steps are given to show you how to start your accounting in the middle of an accounting year. However, starting in mid-year is not recommended. It can be a trouble-some process to determine the proper amounts for the first part of the year. Unless you are quite comfortable with accounting, it is much more practical to start your accounting at the beginning of a year even if you have to wait. *** DOUBLE-ENTRY ACCOUNTING MACKRO ACCOUNTING follows standard double-entry accounting practice. However, most of the technical aspects of accounting are not apparent since the programs "know" how to handle the information being processed. There are four entry programs associated with the accounting function: 1) The Post Deposits function of the Contributions & Deposits section 2) The Check Disbursements Entry 3) The Local Funds Transfer Entry 4) The General Accounting Entry The last three programs are part of the General Accounting section. All but the General Accounting Entry program are set up in such a way that the double-entry accounting taking place is a natural by-product of the process. The General Entry program, being a general purpose entry program that is used when no other entry program is appropriate, is the only entry program where you have to explicitly identify debits and credits. You must know enough about debits and credits to assign them properly. The other programs assign them automatically. Refer to Appendix A, Basic Accounting Concepts, for a brief discussion of some double-entry concepts and examples. Fortunately, except for entering your balances originally and an occasional correction or adjustment, you should not have to use the General Accounting Entry program often. The vast majority of your work will be with the specialized entry programs. Many safeguards have been built into the programs to insure that the proper accounting procedures are being followed and that you will be guided as necessary. The lack of a complete understanding of accounting should not discourage you from using MACKRO ACCOUNTING. Every attempt has been made to make the software easy and natural to use. If you have a basic understanding of accounting and the work of the church or school treasurer you should be able to operate the programs. *** MANUAL COLUMNAR SYSTEM Many churches use a columnar disbursement form with a manual peg-board accounting system. Each column represents a different local fund and checks written against the fund are entered in the proper column. At the end of the month the balance of the fund from the prior month is forwarded and a summary of the receipts for the current month entered. Transfers from the combined budget to the various local funds are also entered. This determines the end-of-month balance for each local fund. There are some conceptual differences between the manual columnar system and MACKRO ACCOUNTING. If you are using such a system, this section will help explain the differences. Each local fund in the manual columnar system is a single account. All activity for a given local fund is entered into the column. If there is any attempt to differentiate between the types of activity affecting a local fund, it is by manually analyzing the individual entries in the column. MACKRO ACCOUNTING, on the other hand, keeps track of the different types of activity taking place within the local fund. Each local fund consists of several accounts: a fund balance account to retain any balance carried over from the prior year, and activity accounts (income, expense and/or transfers) to record fund activity for the year. Each activity account represents a different type of activity associated with the local fund. During the year-end closing process, the updated balance of the fund is automatically carried forward to the new year. All income, expense and transfer activity accounts for the new year will automatically be set up to start recording new activity. You may set additional local funds as needed. In addition, you may add activity accounts, as desired, to any local fund at any time. *** Step 1: LIST ACCOUNTS The account database released with MACKRO ACCOUNTING contains accounts that would commonly be used. Use the Account Lists function to print a list of them. Review your list and the list contained in the Account Update chapter. Use the Account Update program to change the name of the bank account. Most treasurers will find the accounts set up on the database diskette sufficient. However, if you need to add or change accounts, refer to the Account Update chapter for guidance on assigning account numbers. The software uses preassigned ranges of account numbers to identify different types of accounts. Assigning accounts numbers properly is a key to successfully producing accurate and appropriate financial statements. The Account Update Chapter also alerts you to financial statement implications you should consider when adding or changing accounts. The accounts released with the software are properly placed within the account numbering structure. If you change them without understanding the full implications of the number reassignment you will likely end up with inappropriate and inaccurate financial statements. *** Step 2: CHECK FISCAL YEAR If you followed the procedures outlined in the Getting Started chapter you will have specified the beginning and ending dates of your most recently ended accounting year. Specifying the dates for the last completed accounting year will allow you to enter ending balances for that year. The balances will then be carried forward to the "current" year by closing out the "old" year. This is the only way you can establish the beginning balances of the current year. If you had specified the beginning and ending dates for the current fiscal year with the intention of starting out by posting your beginning balances to the accounts, change the dates now by following the instructions for the Accounting Control Update in the Misc. Accounting Functions chapter. Posting your beginning balances to the current year will result in incorrect comparisons figures on the financial statements for at least the first year of operation since they will be treated as current year activity rather than beginning balances. For auditing control purposes the software does not allow you direct access to the beginning balance figures. For this reason you must enter your balances as outlined in this and the following steps. *** Step 3: DETERMINE BALANCES Once you have all your accounts set up, determine the balances for your most recently completed accounting year. Do this whether you plan to start your accounting from the beginning or the middle of the current year. It will be easier, however, if you plan to start your accounting as of the beginning of your accounting year. For one thing you can avoid having to reconcile your current year's accounting records between two different accounting systems. If you have been using the manual columnar pegboard system, chances are you have only one asset account -- your bank account. The funds held in trust for the conference will probably be your only liabilities and they should not have balances at year-end. The final balance for each local fund will be found at the bottom of each local fund column. On a copy of your list of accounts, mark the balances for each asset and liability account -- these are accounts with numbers less than 100. Mark the ending balance for each local fund next to the balance account for the fund (the account number will be 100 or greater and have no digits following the decimal). If any account balance is negative mark it as such. To check your figures, add the balances of the asset accounts (account numbers less than 60.). Record that total. Next, add the liability and fund balance accounts (account numbers 60. and above). The asset total should equal the liability/fund balance total if your figures are in balance. If they do not equal, determine why not and correct your figures until they balance. *** Step 4: SET BALANCE ACCOUNTS The primary, or balance, account for each local fund should be set up to prevent direct posting. Normally, these accounts would be left that way -- the programs automatically control the updating of these accounts. However, when you are initially entering in your local fund balances you will need to temporarily remove this restriction. Use the Account Update program to reset the posting indicator to allow posting for each local fund balance account that you recorded a figure for in the previous step. After you have entered and checked the balances you will be instructed to reset the posting indicator to prevent future accidental posting to those accounts. If you do not reset the indicators at that point and inadvertently post to a local fund balance account your future financial activity statements will not reconcile properly. *** Step 5: ENTER BALANCES Once you have determined the account balances, you are ready to enter them into the computer. Use the General Accounting Entry program. Refer to the chapter covering that program for assistance if necessary. You will need to enter your balances as debits and credits. If you are unsure of whether a balance should be entered as a debit or a credit, the following guidelines: Assets - debits Liabilities - credits Local Fund Balances - credits If you have a negative account balance, one that is opposite of what it normally should be (e.g. overdrawn bank account), enter that balance with a leading minus sign. * Multiple Screen Entry If you cannot fit all account balances on one entry screen -- there is a limit of thirty entries per screen -- you must force the screen to balance (i.e. force total debits and credits to equal) before you can proceed. To force the screen to balance, leave the last entry line blank temporarily. Press to have the program check the screen. You should receive an error message indicating that debits do not equal credits. Determine from the error message if you need to add a debit or credit amount to make them equal (excess debits require a balancing credit and vice versa). Press to return to the entry screen and, at the line you left blank, enter the account number "1" (the cash account number) and the amount necessary to force the screen to balance. Press to have the program check the screen again. The entries should balance at this point. Post them. At the first line of the next screen enter the "forced" line again with a leading minus in the amount to reverse the previously "forced" amount. Continue entering your remaining balance amounts. * Out-of-Balance If, after entering your last balances, you find that the entry program will not allow you to post them because the debits do not equal the credits, you have either made a mistake in entering your balances or else your original figures were out of balance. In either case, if you cannot find your error by analyzing the balances on the screen, force the screen to balance as described above so that you can post the entries. Skip the reversing entry, you will correct the problem in the next step. *** Step 6: CHECK YOUR BALANCES After all balances have been entered you will need to check them. Select the Monthly/Annual Closing from the Main Menu and specify monthly closing for month 12 (ignore any warnings at this point). This will give you a listing of your balances. Study it. Your cash account balance should normally be zero at year-end. If you had to force your final entries to balance and used the cash account as recommended, the account will show a balance on the list. This is the net amount your entries are out of balance. If you entered in a wrong amount, applied a debit or credit assignment incorrectly, or if your original records are out of balance, use the General Accounting Entry program again to post corrections. After posting corrections, re-close month 12. Check the list and repeat this step until the cash account balance is zero and you are satisfied with all balances. You may post corrections and re-close the month as many times as necessary. *** Step 7: CLOSE THE YEAR Once you are satisfied that the balances are correct you need to close the year. Select Monthly/Annual Closing from the Main Menu and specify annual closing. Keep the listing produced from this closing as part of your permanent record -- you can discard the others. Use a binder for this purpose and include all final monthly and annual closing reports for an audit record. *** Step 8: RESET BALANCE ACCOUNTS Use the Account Update program to reset the posting indicator for any local fund balance accounts that you changed to allow you to enter balances. The local fund balance accounts should be set to prevent posting. With the single exception of entering in the original balances when you are getting started, Do Not Post To Local Fund Balance Accounts! The software will automatically handle the updating of local fund balance accounts. Setting the posting indicator to will prevent you from inadvertently posting to them. If you do not reset the indicators to prevent posting and you make direct postings to any of the local fund balance accounts after getting started with your production work, your financial statements will eventually not reconcile. You may not even realize it until the following year when you attempt to produce financial activity statements comparing the prior year. Because of auditing controls built into the programs you will probably not be able to correct the problem. Make sure you Set All Local Fund Balance Accounts To Prevent Posting. Do this now before you forget. *** Step 9: STARTING MID-YEAR In the previous steps you were asked to enter the balances for your most recently completed accounting year regardless of whether you planned to start your accounting from the beginning or the middle of the current year. If you will be starting your accounting from the beginning of the year you can skip this step. This step is only for those who will be starting their accounting in the middle of an accounting year. You will be posting entries representing the activity that has taken place between the beginning of the accounting year and the date you will start your accounting. Use the Account Balance Lists program, specifying "current" year and fiscal month "0", to print a list of your accounts and their beginning balances. * Post Year-to-date Activity For asset and liability accounts (account numbers less than 100), mark the difference between the account balance on the list and the balance it should be at the point you start your accounting (mark decreases in account balance with a minus). Then mark the year-to-date amount for each local fund income and expense account (account numbers greater than 100 with a 1, 2, 3, 4, 5, 6, or 7 following the decimal) -- transfer activity (8 or 9 following the decimal) will be handled later. Do not mark any amounts for local fund balance accounts, the programs will automatically take care of updating these accounts at the proper time. To check your figures, add the amounts you marked for assets (account numbers less than 60). Then add the amounts you marked for liabilities (account numbers from 60 through 99). Subtract the liability amount from the asset amount and write the answer down. Next, add the amounts marked for income (accounts 100 and up with a 1, 2, or 3 to the right of the decimal) and subtract the amounts marked for expenses (accounts 100 and up with a 4, 5, or 6 to the right of the decimal). The income-expense amount should equal the asset-liability amount. If they do not, you have made a mistake. Re-work your figures until they balance and you are satisfied with them. Once your figures balance, use the General Accounting Entry program to post them. Enter assets amounts as debits (with a leading minus sign for any that are negative) and liability amounts as credits (also with a leading minus sign for any that are negative). Enter income amounts as credits and expense amounts as debits. Follow the multiple-screen instructions in step 5 if needed. * Post Year-to-date Transfers If you are on the church budget plan, or otherwise need to show a distribution or transfer of local funds, determine the amount of transfer for each local fund for the period between the beginning of the year and the point that you will start your accounting. Use the Local Funds Transfer program to post the year-to-date transfers. Refer to the Local Funds Transfer chapter for assistance if necessary. * Check Your Results To check your results, select the Monthly/Annual Closing function from the Main Menu and specify monthly closing for the last month prior to the month you will start your accounting (ignore any warnings at this point). This will give you a listing of your current balances. Study it. If you do not agree with the figures, use the General Accounting Entry and Local Funds Transfer programs to make corrections. After posting corrections, re-close the month. Check the list and repeat this process until you are satisfied. Post corrections and re-close the month as many times as necessary. *** Step 10: COORDINATE DEPOSITS If you have been using the Contributions and Deposits section to record contributions you will need to update your deposit controls. Update the Last Deposit Posted and Last/Current Year's File Controls using the Update Contribution Controls feature of the Miscellaneous Contribution Functions. Refer to the Miscellaneous Contribution Functions chapter for instructions. *** ACCOUNTING CYCLE You are now ready to post for the new year. Your normal cycle will follow a rather regular pattern. During the month use the Check Disbursement program to post checks. You can even have the program print the checks. Post the deposits for each week as appropriate. If you are using the Contributions & Deposits section an automatic function is provided in the Deposit program to automatically post deposits. Use it. At the end of the month use the Local Funds Transfer program to distribute church budget funds and otherwise transfer funds between local funds. The last procedure at the end of each month is closing the month. If, after studying the closing list, you determine that adjustments are needed, post them and rerun the monthly closing. You may re-close the month as many times as necessary until you are satisfied with the results. After the month has been closed you may print financial reports. This cycle is repeated each month. An additional step at year-end is to close the year. The process should be rather straight forward. The difficult part was getting started. * Optional Step: DETAIL ENTRY If you are willing to take some extra time to set it up, you can produce prior-year comparative financial activity statements and schedules for your first year-end. The previous steps in this chapter will get you started but are not sufficient to provide the balances necessary for a prior-year comparison (no amounts were entered for the different local fund activity accounts). However, this will only limit your options during the first year of operation. Many will find it adequate to produce their first year-end statement compared with budget rather than the prior-year's actual amounts. If that is your choice you have completed the getting started instructions. The rest of this chapter describes the steps necessary to enter in prior-year detail activity amounts. Prior-year comparative financial activity statements and schedules show the activity (income, expense and transfers) for one year compared with the same activity of the previous year. They will also list the amount of increase and/or decrease compared to the previous year. To produce these reports requires that you enter the amounts (balances) for the activity accounts. This can be done now or some time later during the year. * Determine Detail Activity In the manual accounting procedures commonly followed by many churches a column is reserved for each local fund. All income and expenses and transfer activity for that local fund are entered into that column. MACKRO ACCOUNTING uses separate accounts to keep track of the different activities that take place in each local fund. A local fund may contain many accounts. Each account represents a different type of income, expense or transfer activity taking place within the local fund. Analyze each of the local fund columns of the year you used to set up the balances in MACKRO ACCOUNTING. For each local fund column, separate the entries into the different types of activity represented by the accounts you will be using with MACKRO ACCOUNTING (income, expense, and transfer). If you have been using a method other than the manual method described above, you need to determine the proper year-end balances for each activity account (income, expenses & transfers). * Enter Detail Activity This step involves posting to local fund balance accounts. You will need to make sure that the local fund balance accounts will allow posting. Refer to the section "Set Balance Accounts" earlier in this chapter for instructions if necessary. Use the General Accounting Entry program to enter the detailed activity amounts. Check the entry screen for the following line: Year [C] (C=current, L=last, P=previous) Move the cursor to that line and change the entry to "L". This will instruct the program to make the entries to the "last" year. When you performed the "Closing the Year" section of this chapter previously, the original balances you entered were moved to the "last" year to prepare for a new "current" year. The detailed entries need to be posted to the same year. Enter the income and expense activity amounts for each local fund first. Enter income as credits and expenses as debits. Once you have entered the income and expense activity for a local fund, press . The program will probably indicate that the entries do not balance. Note the amount needed to balance the screen and press to return to the screen. At an unused entry line, enter the local fund balance account number (the account without digits to the right of the decimal) and the amount needed to balance the screen. Press again and post the entries. Repeat this step for each local fund. Once you have entered the income and expense activity for each local fund you will need to enter the transfer activity. You will not be able to use the Local Fund Transfer Entry program since it will not post to any but the current year. Continue using the General Accounting Entry program. Transfer activity must be posted using accounts the have a "9" following the decimal. Add transfer accounts if necessary (see Adding New Accounts in the General Accounting Entry chapter). The rules to be followed when creating these accounts are: the number to the left of the decimal identifies the local fund the account is a part of, the number to the right of the decimal must start with "9" and must be immediately followed by the number of the local fund which represents the other side of the transfer (e.g. 102.9708 is an account in fund 102 for transfers to or from fund 708). Use a separate entry screen for each transfer. To record the transfer, post a debit to the account representing the source and a credit to the account in the recipient fund. These accounts should be a matched pair (e.g. 102.9708 and 708.9102) and the amounts must be the same. On the same entry screen adjust the fund balance accounts of the two local funds involved in the transfer. Using the fund balance accounts (no digits following the decimal) for each of the two local funds involved, enter the same amount used for the transfer but debit the source fund and credit the recipient fund (this is exactly opposite of the assignment used to record the actual transfer). Press and post the adjustments. Repeat this step for each transfer. * Check Detail Activity After all activity has been entered you will need to check your work. Select the Account Balance List program from the Main Menu to make a list of the amounts you entered. After activating the program, select a list for the "last" year for fiscal month 12. Study the local fund section of the list. The "Net" amount at the end of each local fund should be equal the amount you entered in originally. Each account within the local fund should show the activity that took place during the year. The figure to the right of the local fund name should be the balance of the fund at the beginning of the year. If any of these figures is incorrect, use the General Accounting Entry program to correct it. Remember to set the "Year" response of the General Accounting Entry to "L" when you correct these figures otherwise they will be posted to the wrong year. Produce a new Account Balance List to check your work until you are satisfied with the figures. * Warning After entering detail activity amounts, do not re-close the year. Entries made to the "last" year automatically update all appropriate balances. If you re-close the year you will end up prematurely terminating your "current" year. Save your final Account Balance List as a record of your final balances. * Reset Balance Accounts Use the Account Update program to reset the posting indicator for any local fund balance accounts that you changed to allow you to enter balances. The local fund balance accounts should be set to prevent posting. With the single exception of entering in the original balances when you are getting started. Do Not Post To Local Fund Balance Accounts! The software will automatically handle the updating of local fund balance accounts. Setting the posting indicator to will prevent you from inadvertently posting to them. If you do not reset the indicators to prevent posting and you make direct postings to any of the local fund balance accounts after getting started with your production work, your financial statements will eventually not reconcile. You may not even realize it until the following year when you attempt to produce financial activity statements comparing the prior year. Because of auditing controls built into the programs you will probably not be able to correct the problem. Make sure you Set All Local Fund Balance Accounts To Prevent Posting. Do this now before you forget. **************************************************************************** NOTE: VERSION 2.3 ALLOWS DISK OUTPUT ONLY FOR THE GENERAL ACCOUNTING REPORTS FUTURE UPDATES WILL INCLUDE DISK OUTPUT FOR THE CONTRIBUTION REPORTS, PASSWORD PROTECTION, MORE SOPHISTICATED PROCESSING WHEN POWER IS INTERRUPTED, AND FASTER PROCESSING TIME. **************************************************************************** For 250 page hard cover manual and technical support write or phone: Mackro Solutions 8326 Naomi Rd. Eau Claire, MI 49111 (616) 944-5609 Other products available: Mackro Accounting for School Treasurers Mackro Organizer (for church clerk) This program has many uses other than for church clerks for which it was designed. Such as, recipe card files mailing lists organizer Christmas card lists employee record files home inventory records club membership card files many business uses ----------------end-of-author's-documentation--------------- Software Library Information: This disk copy provided as a service of Public (software) Library We are not the authors of this program, nor are we associated with the author in any way other than as a distributor of the program in accordance with the author's terms of distribution. Please direct shareware payments and specific questions about this program to the author of the program, whose name appears elsewhere in this documentation. If you have trouble getting in touch with the author, we will do whatever we can to help you with your questions. All programs have been tested and do run. To report problems, please use the form that is in the file PROBLEM.DOC on many of our disks or in other written for- mat with screen printouts, if possible. 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