X B O O K D O C U M E N T A T I O N March 19, 1991 C O N T E N T S WHAT IS XBOOK? SIMILAR PROGRAMS REQUIRED HARDWARE & SOFTWARE HOW TO INSTALL OR UPDATE XBOOK HOW TO USE XBOOK WHAT THE MENUS DO WHERE TO REPORT PROBLEMS TECHNICAL MISCELLANY FUTURE ENCHANCEMENTS ACKNOWLEDGEMENTS W H A T I S X B O O K ? XBOOK saves information about the checks you write, the ATM transactions you make, fees and deductions your bank charges you, the deposits you make and the interest your checking account earns (if any). With this information, XBOOK can quickly calculate your current balance, categorize your expenses and income, and help reconcile your records with the bank's monthly statement. MENU INTERFACE To do this conveniently, the program's commands are displayed in menus, and work areas are bounded by windows. The Rainbow's fast video and it's extended keyboard are tactfully employed to make the program pleasant to use frequently. SOFTWARE COMPATIBILITY XBOOK, an MS-DOS program, was written in the C language and compiled with Microsoft C 5.1. It employs the Code Base 4 library modified for the DEC Rainbow to manage data, windows and menus. Data and index files are dBASE compatible. You can use dBASE III, dBASE III+, dBXL or Foxbase to manipulate the data. You can also use the public-domain Rainbow- specific dBASE file editor/browser named RBEDIT to view and edit XBOOK data.  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 1   HISTORY This program is a significantly enhanced C implementation of a dBASE II check book program distributed with version 2.4 of that program. The dBASE program automated the procedure outlined on the back of your monthly statement for reconciling your records with the statement. The author used the dBASE version from 1983 to 1988, with several enhancements, but pined for a faster version under MS-DOS. Code Base 4 made such a version practical. S I M I L A R P R O G R A M S DAC-Easy, DAC-Easy Light, Quicken, CHXPRO, and CHKBOOK (running under MS-Windows) are a few programs that handle the same tasks as XBOOK. While much less comprehensive than DAC-Easy (which requires Code Blue and a 100B), XBOOK is a little more robust than CHXPRO. You don't need to understand accounting to use XBOOK, but it isn't so limited you'll be tempted to do things manually. CHKBOOK provides a similar interface under MS- Windows, but its hardware requirements are much more extensive (a 100B, Turbow, mouse, 896K RAM, hard disk), and appears much harder to use, despite the interface. XBOOK automates the manual work of keeping a checkbook, requiring no more work to enter data, and completely freeing you of the report compilation you need to double check the bank, do your taxes, and figure your budget. And is a little easier to understand than a checkbook register. R E Q U I R E D H A R D W A R E & S O F T W A R E REQUIRED To run XBOOK, you need a DEC Rainbow. You should have at least 256K RAM. Only floppy disks are required, and probably just one will do. Unless you spend money like there's no day-after-tomorrow. You need MS-DOS for the DEC Rainbow. The current version is 3.10B. This program should run on versions 2.05 and 2.11, too. You'll also need a checking account. And some cash. And don't forget a backup disk or two. __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 2   COMPATIBLE XBOOK gets along well with SmartKey 5.0D, allowing you to predefine common field entries. XBOOK will run significantly faster on 8088 Rainbows if SpeedCache is used. SpeedCache will store data read from disk in a special RAM buffer, where it will look first whenever the program instructs the Rainbow to read data from the disk. Looking for data in RAM is much quieter, quicker, and not one bit more dangerous than looking for it on disk. H O W T O I N S T A L L O R U P D A T E X B O O K Whether you are installing or updating XBOOK, you can rely on XBOOK to do its own housekeeping. INSTALLING XBOOK For floppy systems, format a disk for MS-DOS using the /S option to copy the system files to it. Then copy XBOOK.EXE to this system disk. Create an AUTOEXEC.BAT file to prompt for the date (at least) if you don't have a clock and to start XBOOK. Hard disk users only need to copy XBOOK.EXE to where ever they want to keep track of their check book. You should probably create a subdirectory for XBOOK because the program uses several files to keep track of things. Once you have the program in the right place, boot it by typing it's name: XBOOK and . Data It won't be able to find any data files, so it will ask you if you'd like to set up a new account. Just like a bank employee. After XBOOK creates a dBASE III+ data file and index file, called CURRENT.DBF and CURDTNBR.NDX, it will prompt you for your starting balance and first check number. It will store these two numbers in a file called XBOOK.MEM. Balance For your balance, put in a starting balance. This could be what you opened the account with if you want to enter every transaction since then. Or the ending balance from your last statement, or what you presently show -- anything as long as you enter every transaction since then. Checks Enter the last check number you've used. That's one less than your next check. (Hint: if you have four digits in your check number, press the space bar after the last one, to wipe out the default zero, otherwise XBOOK will think you are editing a five digit number.)  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 3   Category You'll then be asked for the categories you'd like to track. Enter a 10 character description of each category you'd like to track for taxes or personal amusement. Don't use spaces. You can have up to 50 expense categories and another 50 income categories. One of the expense categories can be "None". These categories are made into a menu from which you choose by typing as much of the category name as required to select it. Data entry will be most efficient if the names are unique, and entered in alphabetical order. This data is saved in a file called XBOOK.CAT. Expenses are separated from income categories with a single equals sign on a line by itself. XBOOK also keeps track of a few other variables, whose values it assumes until you change them. It displays reports to the screen, uses random check cancellation, and searches forward until you tell it otherwise. Then it will remember how you like things done. You're all set to match the bank's computer power with your own! UPDATING XBOOK To find out which version of XBOOK you're using, press the key at the main menu and then to select the 'About XBOOK' option. The version number is in the top right corner. Whenever you upgrade your version of XBOOK to the latest one, please read the README file that came with your self-extracting update. The README file contains a file list, revision history, and any special installation reminders. Just as XBOOK is self-installing, it's self- updating. 1.0z If you are upgrading to version 1.0z, simply replace XBOOK.EXE. Your data, memo, and category files are all compatible with version 1.0z. 1.1a If you are upgrading to version 1.1a, replace XBOOK.EXE and BU.BAT. 1.1d If you are upgrading to versions up to 1.1d, replace XBOOK.EXE. 1.2a If you are upgrading to version 1.2a, replace XBOOK.EXE. If you want to use income categories you must edit the XBOOK.CAT file to include the equals sign indicating the presence of income categories, and then enter the income categories. You may prefer to print out your current XBOOK.CAT file (COPY XBOOK.CAT PRN), delete it (DEL XBOOK.CAT), and boot XBOOK. XBOOK will then ask you to enter your expense and income __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 4   categories. See "About XBOOK.CAT" below before proceeding. The README file may also contain some important information on this topic. If you do not have ___ income categories, Deposit entry will not display the category prompt, and the Report menu will not have an Income Report option. 1.2b If you are upgrading to 1.2b, just replace XBOOK.EXE. XBOOK will automatically add two new variables to your XBOOK.MEM file for the output device you prefer, and the check cancellation order you prefer. You should know you are using a beta test version of the program that was never released to the unsuspecting. The March version of 1.2b fixed a Reconcile problem reporting an error. While there is nothing harmful about 1.2b, you'll certainly want the latest version. 1.3a If you are upgrading to 1.3a, just replace XBOOK.EXE. XBOOK will automatically add a Direction variable to your XBOOK.MEM file, indicating which way you prefer to have your data searched. If you track Bank Fees, you should download XBFIXFEE to correct entries made with the Fee option. H O W T O U S E X B O O K If you haven't set up a batch file to start XBOOK, just type XBOOK at your DOS prompt. You'll be presented with a sign-on window displaying the system date, above which you'll find the Main Menu. The sign-on window doesn't go away, it's merely over-written from time to time. Even when you Quit, you'll still see the sign-on window. I just couldn't help myself. NAVIGATION BY MENUS The first menu option is . The brackets are used to indicate a particular key. You'll find a key on the Rainbow keyboard next to the key. To get to this option, press the Rainbow help key. Of course, you can always use the arrow keys to move back and forth along the top row, too. You can also jump to a different Main Menu option (indicated with a bold letter) by holding down the Shift and Control keys and then pressing that letter. That way you can skip around. Use this technique to skip to a Main Menu option from any submenu without using the key. Three dots (an ellipses) after a menu item means you choose from a submenu of more specific choices which stays active until you press to escape it.  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 5   To select an option, use the arrow or key to highlight it, and then press or . OTHER KEY COMBINATIONS TO KNOW When you are face to face with a data entry window, you have a few more helpful key combinations. Beginning of Field Shift- " Last Field Shift- " Toggles Insert/Overwrite Mode Block is Overwrite (default) Underline is Insert Delete cursor character Rubout ( Delete Field contents Context-sensitive help Exit to previous menu The numeric keypad is fully functional. works just like or . USING XBOOK Entering Data When the program starts, it points to the check entry selection, since that's the most likely activity. Every now and then you should enter whatever transactions you've made (and recorded in your paper checkbook). Then ask XBOOK for your balance and record that in your checkbook. Automatic Deduction Data Entry You can have automatic monthly deductions made by XBOOK. Use the Utility menu to start or cancel a deduction. Cancel can also be used to list the deductions you have already entered. XBOOK will check this list of automatic deductions each time you boot it. If any of them are due, XBOOK will inform you it is making a deduction for them before presenting the main menu. You will be able to see any of these automatic deductions just as you can see any record. If you have other sorts of deductions (one-time, quarterly, etc.), use the manual deductions option from  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 6   the Enter menu. NB: XBOOK uses a check number of 1 to identify deductions. Reconciling Every month, when you receive your bank statement, you can use the Reconcile option to cancel transactions that have cleared the bank, record the new statement figure and determine if the bank made any errors. If you just cancel the transactions listed on the bank's printout and enter the ending balance they report, your balance should remain exactly what it was before the flurry. You can also do this manually, step-by-step, using the Cancel options, the New statement figure option, and the Balance option. Reconcile uses these too (it works just like a big macro), but doesn't skip anything, and calculates the difference in your balance before and after reconciling. You might want to try it manually first, to get the hang of it. If the Reconcile option reports a discrepancy, or you suddenly have a new balance after reconciling, you can print a report much like the bank statement and look for the data entry error (yours or the banks) in the entries. The most common error is forgetting to cancel something (like an ATM withdrawal). But you may also have a typo in a dollar amount. To track down the discrepancy, use the Monthly Statement option in Reports, entering the earliest transaction date printed on your bank's statement. Then check these items to discover the error: 1) Are the deposits printed on the bank statement the same as those XBOOK displays? 2) Have you entered any service charges? 3) Has XBOOK displayed every check number shown on the bank statement? 4) Has XBOOK displayed every ATM Withdrawal shown on the bank statement? 5) Did you enter the ending balance from the bank statement, using New Statement Figure? 6) Do the amounts for checks, deposits and ATMs shown in the bank statement match those XBOOK displays? 7) Does the dollar amount printed in the lower right hand corner of the check agree with the written amount? 8) Does XBOOK display as canceled (last column on its monthly statement) everything that appears on the bank statement? Correcting Errors Then you can use the Edit option to correct the  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 7   error (or write to the bank). Some thought has gone into a Fry The Bank's Computer option, but it hasn't been implemented in this version. The Edit option permits three kinds of search: by record number, by description (the Payee), or by check number. The description option will prompt to continue the search in case there is more than one check made out to that Payee. If you have to edit recent data, you might prefer to change XBOOK's default search direction from forward to backward. XBOOK will then look at the last entry first, and search backward toward the beginning of the file. This will be faster than searching forward for all but record numbers. A record number search is very fast. Archiving After a while, your database will contain mostly canceled transactions. This doesn't hurt anything, but it takes your Rainbow longer and longer to calculate your balance. We cringe from deleting any information we painstakingly entered, so the strategy for coping with this ever-growing file is to copy out the out-dated information. Information is considered outdated only when it has 1) been canceled, and 2) was written in another calendar year (which happens to coincide with personal tax liability). XBOOK will look for canceled checks written in the previous year and either write or append those records to a file named that year. For example, all 1988 records (certainly canceled by March 1989), would be stored in a file called 1988.DBF. An index is unnecessary, since the closed data is copied out in order. Your current data is in a file called CURRENT.DBF, indexed by date with CURDTNDX.NDX. Do this after all the previous year's data has been canceled. Use the Uncanceleds report to see if you still have any records outstanding from the previous year. If you do it earlier, you're expressing an astonishing faith that vendors will cash and the bank will cancel your checks in the order you wrote them. They'll end up in the right file, but not necessarily in order of date. Before you archive, you should print out as many detailed reports as you want. Once your data is archived, XBOOK will only report yearly totals, unless you rename the old file with the current name. __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 8   Reports Several reports are available, but don't feel bad if you seldom require them. Think of them as a fancy option. A list of all transactions helps to track problems. (Did you ever enter that data? Was it canceled?) Each line reports a record number, check number, description, cancellation status, date, and category. The report can be sent to the printer. A list of transactions between two dates helps to match your bank statement when you can't reconcile. You enter a starting date (the earliest transaction on your bank statement) and a report for 45 days worth of activity is displayed. The report can be sent to the printer. A graph of your expense categories by month, year- to-date, or previous year (an archive) is useful for tax purposes and family conversation. And, well, worth a thousand words. If the current database spans more than one year (which happens at the beginning of a new year), you'll be prompted for which year you want. A total is displayed next to the period requested. If you have income categories, you'll see the Income Report option under Reports. There are income category reports by the month, year-to-date, or previous year. These closely resemble their expense report equivalents. XBOOK will also display a list of all your outstanding, uncanceled records. It will total them, too. Even in Kansas. You can also list your data by any particular Payee or income source. This individual report also displays a total. Remember that only records in the current database can be totaled. Finally, you can list your data by any particular category. Expense categories are listed before income categories in the pick list. The total for these will also be calculated. Versions before 1.2b prompted you for the output device every time XBOOK created a report. Since then, XBOOK uses a default output device -- either the screen or the printer. Most of the year, a screen display is amusing enough. Around the beginning of the year, we like to print out last year's monthly totals and a total for the year all at one depressing sitting. The last option in the Report menu (which you can jump to with the arrow key), lets you choose either the screen or your printer as the default output device. W H A T T H E M E N U S D O  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 9   HELP There are three options under Help: 1) the first displays a box with information about XBOOK itself (including the version number), 2) the next displays a list of helpful keystrokes, and 3) the last displays an explanation of automatic deductions. FILE Operations that affect the entire current database are listed here. REINDEX should not routinely be required, but when you need it, you really need it. If your reports print endlessly, or you otherwise suspect XBOOK no longer knows its way from one record to the next, reindex the database. XBOOK will try to put things in order by date. This should solve the problem. At this writing, it hasn't been required. PACK should not routinely be required, but it's the only way to remove records marked for deletion. You can mark a record for deletion by searching for it and editing it. While you are in the edit window, just hold down Shift and Ctrl and press D (press the key if you forget the key combination). ARCHIVE compares the first and last entries in the current database. If they are from different years, it creates a file name based on the first year, and either creates the file or opens it. It then copies to that file any record in the current database entered for that year if it has also been canceled. That record is marked for deletion. When the end of that year is reached, the current database is packed. This keeps your current database small and quick, and organizes old data by year for tax purposes. DEFAULTS prompts you for three variables: 1) Screen or Printer output, 2) Random or Sequential check cancellation, and 3) Search direction. You must go through all three to get through this option. Alternately, you can change all but the check cancellation option from other, more convenient menus. QUIT closes the files and makes an orderly exit. You can also quit from any of the main menus by pressing . ENTER Data entry takes place from this menu. The top three options speed entering the things that deplete your account, and the bottom two the things that augment it -- which explains their relative positions. CHECKS displays the entry screen for the checks you write. XBOOK keeps track of the last check number you used, but if you need to alter it (to skip a voided check, or start a new series), here's the easiest place to do it. The current date is displayed by default, but you should edit it to reflect the date the check was  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 10   written. ATMs displays the entry screen for Automatic Teller Machine withdrawals. All you need to enter is the amount and the date. An expense category of "Cash" is automatically entered. FEES displays the entry screen for any Bank Fees you may be charged. These will typically show up on your bank statement. Before reconciling your account be sure to enter any Bank Fees listed. An expense category of "Bank Fees" is automatically entered. DEDUCTIONS displays an entry screen very much like Checks, but no check number is used. Use this entry (press an 'e' to pop down to it) for payments made automatically from your account, or payments made without a check (like using your ATM card to buy food or gas, or using a withdrawal slip at the bank). XBOOK assumes no one has a check number 1; it reserves this number for these sorts of transactions. DEPOSITS displays the entry screen for your deposits. You enter the amount and the date. If you have income categories in your XBOOK.CAT file, you'll also have a category prompt, with a menu of income categories to choose from. INTEREST displays the entry screen for interest your acount earns, if any. This will typically show up on your bank statement. An interest category of "Interest" is always entered. CANCEL If you don't use the Reconcile option under Utilities, you can select these options to reconcile manually. You'll be more comfortable with Reconcile if you've used these manually a while. The Reconcile option automatically steps through these options. But it's like walking with Fred Astaire when he's late. CHECKS BY NUMBER will prompt you for the check numbers listed on your bank statement. Enter each in sequence and confirm that the amount displayed is the amount the bank statement lists. CHECKS IN SEQUENCE will look for any uncanceled checks in order of date. Cancel those listed on the bank statement. You'll be asked if there are any more to cancel after each one is found. Use only one of the above to cancel checks. ATM WITHDRAWALS will look for any uncanceled ATM withdrawals in order of date. Cancel those listed on the bank statement. You'll be asked if there are any more to cancel after each one is found. FEES is similar to ATM withdrawals. Again, continue to cancel until you have canceled all the bank fees listed on your bank statement. DEDUCTIONS will look for any deductions you entered. These are simply uncanceled records whose  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 11   "check number" is 1. You'll be asked if there are any more to find after each one is found. DEPOSITS & INTEREST is also similar to ATM withdrawals. Both deposits and interest are listed as deposits, so check these off at the same time. NEW STATEMENT FIGURE will prompt you for the ending balance your bank statement lists. Just enter this figure, without commas. If this number is correct, your balance will be the same as it was before you started cancelling the transactions listed on your bank statement. That's the test. REPORTS XBOOK can display the data you've entered in several different forms. CURRENT BALANCE will sum the outstanding (uncanceled) deposits and checks, ATMs and fees; subtract them from the current statement figure; and return your current balance. Copy this number into your checkbook as an ever-present reminder of your personal worth. ALL TRANSACTIONS displays every record in the current database. You'll be asked if you want to send this report to your printer. If not, it is displayed on your screen. MONTHLY STATEMENT mimicks your bank statement, showing every transaction for a 45 day period starting from the date you enter at the prompt. Enter the date of the earliest transaction on your bank statement. You'll be asked if you want to send this report to your printer. If not, it will be displayed on your screen. EXPENSE REPORT has several options, represented on a submenu: 1. Month: You'll be prompted for a month. Arrow down to the month you want to total, or you can start typing the name of the month until the cursor pops down to it, highlighting the letters you typed. Then press . Expense categories you are currently using will be summed for that month. You'll be prompted for printer output; if you press N, the report will be sent to the screen. 2. Year-To-Date: You'll get the same screen or printer output as Month, but for all records in the current database. 3. Previous Year: A list of .DBF files will be displayed. These files should have been created when you Write Archive. Pick any for an expense report. You'll be addressed to the current database when the report is done. If XBOOK finds more than one year in the database, it will prompt you for which year. It asks if you want the current year printed. If you want the past year,  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 12   just press N. INCOME REPORT has several options, represented on a submenu: 1. Month: You'll be prompted for a month. Arrow down to the month you want to total, or you can start typing the name of the month until the cursor pops down to it, highlighting the letters you typed. Then press . Income categories you are currently using will be summed for that month. You'll be prompted for printer output; if you press N, the report will be sent to the screen. 2. Year-To-Date: You'll get the same screen or printer output as Month, but for all records in the current database. 3. Previous Year: A list of .DBF files will be displayed. These files should have been created when you Write Archive. Pick any for an income report. You'll be addressed to the current database when the report is done. If XBOOK finds more than one year in the database, it will prompt you for which year. It asks if you want the current year printed. If you want the past year, just press N. UNCANCELEDS lists any uncanceled transaction in the same format as the monthly report. At the end of the list, it reports the total amount uncanceled. You may find this handy at the beginning of the year when you want to copy out old data. As soon as this report has only current year records, you can safely copy out the previous year. INDIVIDUAL lists any transaction whose description field matches what you enter in the prompt. This works for either checks or deposits. To see all your deposits, type "DEPOSIT" at the description prompt. A total will be displayed at the end of the list. SINGLE CATEGORY lists any transaction whose category matches the category your picked from list displayed at the category prompt. REDIRECT OUTPUT lets you tell XBOOK whether to send its reports to the screen or to the printer. XBOOK isn't too fancy about printer output, sticking with ASCII characters and simple formatting. It has been tested with DEC's LA50, LN03, LQP02, Apple's LaserWriter in Diablo emulation, and the QMS PS-410. UTILITIES This menu presents a list of miscellaneous options you may find useful from time to time. CALCULATOR displays a simple calculator. Follow the prompts on the last line of the screen to enter each operand and an operator. A result will be displayed, blackboard style. Press any key to continue. XBOOK won't be offended if, from time to time, you  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 13   check its math. RECONCILE STATEMENT automates the reconciliation process. In addition to stepping through the various options listed under the Cancel menu, it reads the starting balance, and after canceling, the ending balance, and reports any discrepancy. Be sure to follow the prompts on the last line of the screen. Remember that you can tell XBOOK to use sequential check cancellation. Just use the Defaults option on the File menu. Sequential cancellation simply presents each uncanceled check in the order dated, much like Deposits. Random cancellation asks you for each check number you want to cancel. It's up to you. SEARCH & EDIT RECORD has several options represented on a submenu: 1. Record Number: Enter any record number to edit (the Report of All Transactions can be helpful here; the first number on each line is the record number). Exit with a record number of zero, or the key. 2. Description: Enter the name of any Payee you want to edit. The database will be searched in the direction you prefer and the first occurrence will be displayed. If that isn't the one you want, press and you'll be asked if you want to look at the next one. Continue until you have the record you want to edit. also aborts the search, if you end up here by accident. 3. Check Number: Enter the check number you want to edit. 4. Direction: Choose this option if you want to change the direction in which XBOOK searches your data. AUTOMATIC DEDUCTIONS also has a submenu: Start and Cancel. If you want XBOOK to automatically deduct amounts from your account on a certain day each month, you can tell XBOOK the details by selecting Start. XBOOK will check each of these automatic deductions every time you boot the program, and will notify you when the deduction has been made. When you no longer want XBOOK to automatically deduct from your account, just use the cancel option to delete the entry. Cancel also lists the automatic deduction accounts. XBOOK does not permit you to edit them. W H E R E T O R E P O R T P R O B L E M S The perpetrator of this software inhabits the San Francisco DEC PC LUG Fido, which can be reached during non-business hours at 415 981-3325. He's also a frequenter of CompuServe's DECPC forum. Please report any problems, and be especially  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 14   forthright about any enhancements you'd find useful. Most of XBOOK exists only because somebody had the gall to ask for one or another feature. If you find the menu organization a little confusing, let me know. While personal customization isn't a reasonable form of amusement, I'll be happy to share the source code with any one inclined to modify it, provided I get a copy of the modifications and that the modified program is not sold. Free is free, baby. T E C H N I C A L M I S C E L L A N Y About The XBOOK.MEM File The file XBOOK.MEM contains several important variables: a) your ending balance, b) your last check number, c) the number of active automatic deduction accounts, d) the default output device, e) the preferred check cancellation method, and f) the direction you want XBOOK to search. Most users will manipulate those figures by the Check Number Field in the Check Entry screen, the New Statement Figure option, the Start/Cancel options under Automatic Deductions, the Defaults option in the File menu, the Redirect Output option in the Report menu, or the Search & Edit menu's Direction option. But it is also possible, if not as convenient, to manipulate the entries with any editor or word processor that permits you to save a file in ASCII or DOS Text format. The file's layout is simply these three complete (end each with a ) lines: Ending Balance: 850.00 Last Check: 100 Autos: 0 Scr/Ptr: 0 Seq/Rnd: 1 Direction: 1 Supply your own numbers for the first two items, of course. But let XBOOK keep track of the third. Remember, each line must end with a return. You should know that if Autos is zero, XBOOK will not look at any automatic deduction accounts. The last three lines only use values of zero or one. Zero is used for the first named option (screen, sequential, and backward). One is used for the second named option (printer, random, forward). The sample listing above shows XBOOK's "factory settings": screen output, random check cancellation, and foreward searching.  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 15   About The XBOOK.CAT File The file XBOOK.CAT contains your expense and income categories. Like XBOOK.MEM, you don't need to do anything to this file after XBOOK creates it for you. But if you want to eliminate entries or add them without re-entering all of them, you'll have to use an editor or word processor that saves in ASCII or DOS Text format. Just be sure to follow these four rules: 1. Don't use spaces. Use "Auto" or "AutoRepair" rather than "Auto Repair". 2. Don't use more than 10 characters. 3. Don't exceed 50 expense or 50 income categories. 4. Separate expense from income by putting an equals sign on a line by itself after expenses and before income: Auto Rent Taxes = Salary Tips Interest The file's layout is simply one category per line, ten characters per line. You should have one "Cash" and one "BankFee" expense category, or these funds will be counted as "Other". The only income category XBOOK enters itself is "Interest". About The XB_AUTO.DBF File If you start any automatic deduction accounts, XBOOK will create a file called XB_AUTO.DBF. This is a dBASE III+ compatible data file that stores the information you entered when you started the account. Use the Cancel command under Automatic Deductions to list or delete records from this database. XBOOK will automatically adjust the Autos line of your XBOOK.MEM file if you use XBOOK to manage the XB_AUTO file. If you use a dBASE III+ file manager to play with XB_AUTO, make sure you change the Autos number in XBOOK.MEM to reflect the number of records in XB_AUTO. Where's RBEDIT? RBEDIT does not accompany XBOOK. It's a large program of its own, about 100K. Like XBOOK, it was written in Code Base 4 and compiled with Microsoft C 5.1. It uses  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 16   the Rainbow's fast video, employing either 132 or 80 column mode, to view dBASE data files in their dBASE indexed order. A Clipper index version can be had for the asking. RBEDIT lets you do more than view a .DBF file in any .NDX order. It also lets you modify it. You can modify it spreadsheet style, with one record per line, or you can use a full screen editor, much like that in XBOOK. RBEDIT will read and let you modify any dBASE database, not just XBOOK. Use the 132 column mode to see complete XBOOK records. To learn how to use RBEDIT, just type its name at the prompt. The screen will fill with instructions. When you've learned how to open a database (which depends entirely on how fast you read the screen), use the Help option on the main menu for further instructions. That is, in fact, how I learned to use it. It was written by Sequiter Software, for the most part, and only modified by me. So where is it? The latest version is on the SF Fido (see below for details). Since it's still experimental, it may not be distributed as widely as XBOOK. Where's FIXFEE? FIXFEE is available in a separate file called XBFIXFEE.EXE. This file is a self-extracting archive, too. Just type XBFIXFEE at your prompt to unzip it. Please read the README.FIX file before using FIXFEE. After backing up your DBF files, you can run FIXFEE on them. It will change any "Bank Fee" it finds in the category field into a "BankFee". You'll still have to enter "BankFee" in your XBOOK.CAT file to track bank fees. About ATMs XBOOK's author considers an ATM deposit like any other deposit: the crucial things are the amount and the date, not who took the money. So record any deposit you make through an ATM as a deposit. An ATM withdrawal is a little different from writing a check for cash: there's no check number. So when you use an ATM to withdraw cash, use the ATM Withdrawal menu option to record it. No check number will be assigned to the data, the description will be "ATM Withdrawal", and the category will be "Cash". Some businesses let you use your ATM card to pay them. Record this transaction as a Deduction. You'll be  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 17   able to describe it, and categorize it, but won't have to enter a check number. Deleting Records Why isn't there a Delete Record option? Since you are entering only checks you wrote or ATMs you withdrew or deposits you made or interest you earned -- things, that is, that have happened and are not of a speculative nature -- it isn't likely you would enter imaginary data. But you might enter something twice (two ATMs are much more likely than two checks, since the number changes), but this is unlikely. But you might. Therefore: You can get rid of the offender in any of the following ways: a) Use the Edit option to delete the record (hold down Shift and Control and press D). Then use the Pack option from the File Menu. b) Use the Edit option to reuse the record. These remarks apply as well to checks on which you have asked the bank to hold payment. About Backing Up I thought about including a backup option to save your data files to floppy, but it seems much more efficient to use a batch file. The file BU.BAT is all you need. It copies XBOOK.MEM, XBOOK.CAT, CURRENT.DBF, CURDTNBR.NDX and (if it exists) XB_AUTO.DBF to the floppy drive of your choice. At the prompt just type BU B: for example. Version 1.0 of BU.BAT copies to either the A or B drive only. Version 2.0 of BU.BAT copies to the I drive, too. A lot has been said (repeatedly) about the importance of backing up your data. Whatever you decided to do, just remember that I can't help you restore your data. Why CURRENT.DBF? I thought about adding an "Open" command under the File menu, so you could work on any year you have archived with the full entry, edit, cancel, and reporting options XBOOK offers. But old data is sacred data. If you find you've made a horrible error and have to correct something and don't have dBASE III or later to do it surgically, just rename the file CURRENT.DBF and CURDTNBR.NDX to something memorable, and rename the archive file to CURRENT.DBF. XBOOK will index it when  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 18   you boot XBOOK and you can go about your business, write the archive and rename the files. F U T U R E E N H A N C E M E N T S Suggestions are always welcome. If nothing comes to mind, you share the author's quality of imagination. You might care, instead, to vote on some of the already proposed enhancements. Keep in mind that these features would more than likely require more than 256K RAM. It's best to use the SF Fido or CompuServe's DECPC forum to communicate your ideas (or complaints). The freshest copy of XBOOK will always be found on the SF Fido. Budgets This version of XBOOK doesn't map your actual expenses against proposed ones. You would be prompted for a target dollar or percentage for each expense you are currently tracking. And you would be able to print a report for any month based on those goals. One of my original inspirations, however, was to reduce the sinking feeling of managing a checking account. This option clearly flies in the face of such altruism. Plastic Some people avoid the use of cash by running up a tab on their credit cards. The problem with this, however, is not simply keeping track of your available credit, but trying not to outrun your available income. I think a spreadsheet is more instructive than a database in this case, but if anyone can present a convincing argument (a believable scenario will do), I'm willing to listen. Savings This version of XBOOK looks the other way at savings accounts. That's because it pretends to manage only your checking account. Not quite as much happens to a savings account, so it doesn't need a computer's steady hand, but that's just my experience. Would tracking your savings account balance be useful to anyone? Speed Because XBOOK uses the Rainbow's fast video and loads completely into RAM, it appears to be running quite fast. For a large model program, it is. But one thing is keeping it from running even faster: it leaves your database on disk, rather than copying it into RAM. That's one thing we thought about doing. A 10K data file with a 5K index is a generous assumption (based on my data since 1983), and that would still fit in a 256K machine. But it's simpler to use SpeedCache. __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 19   A C K N O W L E D G E M E N T S No one is responsible for this code but my measley self, so throw the tomatoes this way. But I would be crooning a different tune were it not for the expertise Bryan Higgins, author of the Kramden Utilities; Carl Neiburger, author of QC, TS, and Disk (who also reviewed XBOOK in the Silicon Valley Review); and Jerry Miller, Suitable Solutions, have shared with me. The latest version of XBOOK owes it's enhanced prowess primarily to a number of CompuServe subscribers and SF Fido users who downloaded and used the program. These include: William F. Brooks, who first suggested a deductions category; Ron Haynes, who suggested the Uncanceleds report; and John Gilbert, who suggested sequential check cancellation, search direction, and filtered reports (individual and category).  __________  XBOOK DOCUMENTATION as of March 19, 1991  Page 20