Private Records
A STEP FORWARD-based Gratis Application
Purpose of Gratis Applications
Gestalt Corporation is pleased to present you with Gratis
(free) Applications that, we hope, will help you understand
how the STEP FORWARD tools can be utilized for your personal
benefit, individual training, or as the tool of choice
for the development of commercial applications. It is our
hope that you will enjoy the use of the STEP FORWARD application
development tools and that you will introduce them to your
friends as well.
Why Private Records?
Developing information management applications requires a
basic understanding of the subject matter. With this in
mind, we selected Private Records as our first Gratis Application
offering, because virtually everyone can relate to the
component parts that we have provided. We hope the examples
used are meaningful to you; however, we do not profess
to be perfect or possess greater imagination than you do.
Consequently, we invite you make your suggestions or pose
questions on our website forum.
Take STEP FORWARD and run with it
The only way of learning how to benefit from STEP FORWARD
is to become proficient in its use. With this in mind,
we encourage you to download the Tutorial.
Go through the Tutorial and get a good understanding as
to how to use STEP FORWARD to do your bidding. The Private
Records Gratis Applications is not sacrosanct. You can modify
and enhance it to your liking and if you really mess up,
work on another copy. You can create as many databases as
you
wish. For example, you can go to “Application Launchpad > Administrator > Create
New Database” and make extra copies of Private Records
using different names and then modify the various copies
with different features and methodologies.
In addition you can create any number of database applications
of your own; however, as long as you are operating under
the Demo License, each database will be subject to the Demo
limitations.
Once you are satisfied with the capabilities of STEP FORWARD,
you can remove all restrictions associated with
the Demo License by upgrading
your Demo License for a nominal
US$99.
Private Records - Components
Gratis Applications included in Private Records
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At Home Entertainment History,
including Guest tracking |
| |
General Data Entry Table Name: WeAte
Report Name: WeEntertainedByDate (report in reverse date order)
General Data Entry Table Names: WeAte and Contact (including Names, if new)
Report Name: WeHostedThisGuest (guest history for a single guest)
|
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Calendar, vertical format (specific to some
of the applications)
|
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General Data Entry Table Name: None
Report Name: CalendarVertical - this report is triggered from
within certain data entry windows and a parameter window will ask you to specify
start and number of month (six months to a single page)
|
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Contact Manager |
| |
General Data Entry Table Names: Contact, and Names,
if applicable. See also info under Remind Me
Report Name: FollowUp (list of pending contacts)
Report Name: ContactPriorRecord (print last log, triggered from
within Contact record, with Drill Down)
Report Name: ContactHistory (print contact log, triggered from
within Names record)
|
| |
Favorite Recipes / Cookbook |
| |
General Data Entry Table Name: Recipes
Report Name: RecipeListing (listing of all recipes, can also
be triggered from within Recipe record)
Report Name: Recipe1Print (one recipe at a time, can also be
triggered from within Recipe record)
Report Name: RecipeMeasurements (triggered from within Recipe
record)
|
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Going Shopping, efficiently |
| |
General Data Entry Table Name: Shopping (but see
notes under Store)
Report Name: ShoppingSpree (listing items to be purchased by
store, by isle/location walking pattern, can also be triggered from within Shopping
record)
|
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Lifestyle Accounting |
| |
Accounting Data Entry: Be sure to select proper
New Source, if header text does not match your document.
Report Name: LAAccountChart (a list of all accounts available)
Report Name: LABalanceSheet (showing your assets, liabilities,
and net worth)
Report Name: LAPerformanceYTD (showing your income and expenditures)
Report Name: LAGeneralLedger (print entire General Ledger (GL)
detail)
Report Name: LA1GeneralLedger (print a single account GL detail)
Report Name: LASubledger (a detailed analysis of all transactions
in a given GL, by subnumber)
Report Name: LA1GLSubledger (a detailed analysis of all transactions
in a single GL, by subnumber)
Report Name: LA1Subledger (a detailed analysis of all transactions
to a single GL, and single subnumber)
Report Name: LAGLTrialBalance (a report printing a summary line
for all GL accounts)
Report Name: LASubTrialBalance (a report printing a summary
line for all Sub accounts)
Report Name: LATransactionJournal (a detail listing of all transactions)
|
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Loan Amortization, Fixed Rate |
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General Data Entry Table Name:
LoanFR (calculates balance after payment split
between principal & interest)
Report Name: LoanHistory (a history of an individual Loan i.e.
recap of LoanFR in General Data Entry)
|
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Meal History, by Person or Family as a whole |
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General Data Entry Table Name: Physical
Report Name: MealHistory (meal history for a single person)
General Data Entry Table Name: WeAte
Report Name: WeAteByDate (meal history for the family)
|
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Medical Appointments, Past & Future |
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General Data Entry Table Name: Medical
Report Name: RemindMeOfTomorrow (a report listing appointments
and things to do tomorrow)
Report Name: RemindMeOfFuture (a report listing appointments
|
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Medication Record, Past & Present |
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General Data Entry Table Name: Medicate
Report Name: Medications (medications currently being used,
or total history, for a given individual)
|
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Name & Address Management |
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General Data Entry Table Name: Names
Report Name: NameAddress (a text only listing of all Names & Addresses]
Report Name: NameAddressPhoto (a listing of all Names & Addresses
with Photos)
|
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Personal Diary |
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General Data Entry Table Name: Diary
Report Name: Diary (a listing of Diary entries, by date range)
Report Name: DiaryKW (a listing of Diary entries, by date range
and specified Key Words)
|
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Personal Physical Records |
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General Data Entry Table Name: Physical
Report Name: Physical (a list of the physical data of an individual,
by date range)
|
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Remind Me, about tomorrow’s
and future commitments |
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General Data Entry Table Names: Contact, Diary, and
Medical
Report Name: RemindMeOfTomorrow (a report listing appointments
and things to do tomorrow)
Report Name: RemindMeOfFuture (a report listing appointments
|
Global, Subledger, and Transaction
Tables used in Private Records
These tables are based on the configured Templates. To view:
Application Launchpad > Architecture. Some of these tables
service multiple applications, others are application specific.
To learn more about Global, Subledger, and Transaction Templates
(and the resulting tables) visit STEP FORWARD’s On-line
manual (see Help Menu or press F1 when you are in the STEP
FORWARD system). The Templates (which created the tables)
are listed
alphabetically in their respective Groups.
Global Templates/Tables
| City |
The table created with
this template contains three fields City, State (Province),
and Area (telephone). It is linked to the Names table
and, through it, to other tables e.g. Contact (Global),
AP and AR (Subledgers). Linked tables reduce the amount
of redundant data. |
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|
| Contact |
The table created with this template
contains a number of linked fields from the Names table
as well as a number of “local” fields that
accept current contact information. |
| |
|
| Diary |
The table created with this template
contains “local” fields
that permit the maintenance of a personal Diary. One
of these fields is a Key Word field (in support of the
Dear Diary (Note) field). Information in a Note field
cannot be searched for its content; however,
combining it with the Key Word field enables the retrieval
of data
records by key words. |
| |
|
| KeyWP |
The table created with
this template contains a single field to store Key
Words or phrases
(up to 255 characters
in length). These records are not linked to other tables
where the data are used (e.g. Contact table as “Key
Contact Words”; Diary table as “Key Words”);
rather, we have created a Procedure that validates the
entered data against the inventory of acceptable phrases
or words. The validation process will accept the entered
text, if a match is found, or gives you two options:
to make a selection from the inventoried data or add
the new text string into the KeyWP table for immediate
and future use. |
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| LoanFR |
The template contains a link to the Names table and utilizes a Detail object
to track the Payment History. |
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| Medical |
The table created with this template
maintains a record for each medical appointment for
multiple individuals
(the name is linked from the Names table). A Note field
enables the recording key information applicable to each
appointment. The Note field can be used for “toggle
date”. Before the appointment: things to do e.g.
fasting diet; after the appointment: replace the data
with what the Doctor said, the diagnosis, treatment instructions,
medication prescribed, etc. (remember to create “Medicate” records
too, if applicable). |
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| Medicate |
The table created with
this template maintains a record for each medication
(prescription or over-the-counter) used by any given
individual (the name is linked from
the Names table) including duration, refills etc. This, along with the Medical
table, can be invaluable tools when asked to provide a new Doctor with your
medical history. |
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|
| Names |
The table created with this template
tracks basic information on all individuals or legal
entities that you interact
with. It provides some of its information, by way of
links, to other tables. This table utilizes an image
field to store pictures of individuals or applicable
to an entity. We also provided a Birthdate field which
triggers a calculation that indicates the actual age
and next birthday (see the Birthday Function under “User
Functions”) |
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|
| Physical |
This table created with
this template tracks physical information, on multiple
individuals, including: Body Measurements, Blood Cholesterol, Blood Pressure,
Glucose Measurements, Exercise, and Food Consumption. |
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| Recipes |
A place to record your
favourite recipes and print them off as required. This
table comes complete with
some of our own favourite recipes, which we used for
testing the system. |
| |
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| Shopping |
A record of what you wish
to purchase from any given store (our example concentrated
on Groceries). The product information entered is derived by way of links to
the Store table. The final Shopping List, when printed is sequenced by Store
and the walking pattern that you have established for yourself. |
| |
|
| Store |
Allows you to maintain a record for
each product that you normally purchase indicating
the store where you purchase it, the isle or area location
and the Area (a
number to define your walking pattern - see Help attached to that field). |
| |
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| Terms |
The table created with this template carries any credit
terms that you have with a given supplier/vendor and
is linked to the AR/AP Subledger tables, if you
wish to utilize the Lifestyle Accounting System. For the sake of simplicity,
we only provided a format which allows you to specify the number of days credit
granted before the obligation is to be paid or received, e.g., 30 days Net.
(In commercial settings, it is possible to have some Suppliers/Vendors who
offer a discount for early payments. In this event, the Terms Template/Table
needs to provide for these additional options.) |
| |
|
| WeAte |
The table created with this template allows you to
maintain a record of the daily meals of your family unit
(as opposed to the personal Food Consumption that
can be tracked in the Physical table). If you indicate Guests present, you
should create Contact records to keep track of who your Guest(s) were and what
you served them and when. |
Subledger Templates/Tables
| AP |
A simple format that consists of linked
fields only. Linked data is derived from the Names and
Terms tables. The purpose of this table is to track accounting
information by Subledger (ID #) for obligations that
you have to your Suppliers/Vendors (GL # 305 in our Lifestyle
Accounting example). |
| |
|
| AR |
A simple format that consists of linked fields only.
Linked data is derived from the Names and Terms tables.
The purpose of this table is to track accounting information
by Subledger (ID #) for obligations that others have
to you (GL # 125 in our Lifestyle Accounting example). |
| |
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| Misc |
A simple format that consists
of two local fields that track accounting information
by Subledger for selected General Ledger Accounts e.g., GLs 115, 115, 210,
211, etc. |
Transaction Templates/Tables
| Common |
This template contains the minimum fields
required to capture accounting data for the Lifestyle
Accounting system provided as part of the Private Records
Gratis Application. STEP FORWARD utilizes the double-entry
accounting format. If you are not familiar with this
method, look at some of the examples provided as part
of the account Chart. |
| |
|
| AP (Accounts Payable) |
This is an Extra template in that it
carries all the Common fields plus any additional field(s)
associated
with the special purpose. In our example, we have included
only a single field (in addition to the Common fields)
to record the Due Date of the obligation, when an Accounts
Payable entry is made. This input format is automatically “triggered” when
the GL # 305 is entered and the Due Date is automatically
calculated when the Document Date is entered (see the
applicable Procedure: Application Launchpad > Architecture > Transaction
Procedures > AP > Document Date). In our example
configuration, we created a Procedure that declares the
Due Date to be equal to the Document Date when the Amount
is positive (debit) and the Due Date is equal to the
Document Date plus Net Days when the Amount is negative
(credit). |
Double-Entry and Accounting Primer, including an annotated
Account Chart
General Overview
In double-entry accounting each transaction,
generally based on some document such as Invoice, Cheque/Check,
etc., is recorded with a minimum of two entries (line items)
the net sum of all line items making up a document entry
must equal zero. The diagram below shows the debit/credit
(Dr/Cr or +/-) accounting matrix in its simplest form.
Most entries impact at least two of the quadrants; however,
it is possible that all line items of both debits (Dr or
+) and credits (Cr or -) occur in the same quadrant. We
will show you a few actual examples of debit/credit balanced
entries on the next page.
Net Worth Accounts (also referred to as Equity, etc.)
These accounts are summarized in a report entitled Balance
Sheet. It portrays all the Assets belonging to a legal
entity (e.g., an incorporated company, a partnership, a
proprietor (sole individual owner), a family unit, or a
single individual) less any claims against them by a third-party.
While proper accounting is mandatory for all businesses,
everyone can and should maintain accurate information about
their Lifestyle and their Net Worth. Sooner or later we
will find ourselves in situations where this information
is actually required e.g., when applying for a bank loan.
The Asset section is broken down into at least two classifications:
Current Assets and Fixed Assets, although we often add two
more Long-Term Investments and Other Assets.
Current Assets are assets that are of a cash nature (Cash,
Bank, Short-Term Investments), or can be converted into Cash
within the next 12 months (Accounts Receivable, Loans Receivable,
and Inventory for resale), or allocated to Expenses over
the next 12 months (usually in businesses only - Prepaid
Expenses and Deposits).
Long-Term Investments are assets of a cash nature that do
not mature (become cashable) during the next 12 months.
Fixed Assets are assets that provide a long-term benefit
but usually change in value. These value changes occur due
to changes in market values (e.g., increase (appreciation)
in value of our real estate holdings) or age and obsolescence
(e.g., decrease (depreciation) in value of our furniture
and equipment). Businesses can claim the depreciation of
their assets as an operating expense; however, the appreciation
of assets is normally not recognized until the asset is disposed
off. Individual items costing less then a certain minimum
(e.g., $500 each) are usually expensed immediately.
Our Lifestyle Accounting application is targeted at individuals/families.
With this in mind, we have made provisions for the recording
of appreciation and depreciation without impacting the Performance
Accounts.
Other Assets are usually valuations of an intangible nature
(e.g., Goodwill) and have not been provided for in our Lifestyle
Accounting application.
Performance Accounts
These are accounts that are reported on under various
titles depending upon the situation e.g., Profit & Loss
Statement, Income Statement, Statement of Operations (common
names
seen in for-profit businesses); Statement of Receipts & Disbursements,
Ministry Statement (common names in not-for-profit
organizations. For our Lifestyle Accounting we called
the summary of the Performance Accounts “Statement
of New Cash Receipts and Actual Expenditures.
Balanced Double-Entry Examples
For the purposes of our examples we will use the GL Account
Number, shown in ( ), contained in our Lifestyle Accounting
Account Chart:
| Recording the Opening Balance for a Residence including
the Current Market Value and Mortgage |
| Dr[+] |
|
Residence (200) $a
(original cost) |
| Dr[+] |
|
Residence - Increased Market
Value (201) $b (value in excess of original cost) |
| Cr[-] |
|
Increase of Real Estate Market
Value over Cost (381) $b |
| Cr[-] |
|
Mortgages Payable (350) $c |
| Cr[-] |
|
Equity (380) $a +$c |
| |
|
In this example the debits
and credits impact two quadrants of our accounting
matrix. |
| |
|
|
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| Recording the Current Portion of
the Mortgage |
| Dr[+] |
|
Current Portion,
Long-Term Debt (369) $a |
| Cr[-] |
|
Current Portion, Long-Term
Debt (349) $a |
| |
|
In this example the debits
and credits impact a single quadrant of our
accounting matrix. |
| |
|
|
|
| Recording the Opening Balance for Fixed Assets other
than Real Estate |
| Dr[+] |
|
Furniture & Appliances
- Residence (210) $a (original cost) |
| Dr[+] |
|
Automotive Equipment (240) $b (original cost) |
| Cr[-] |
|
Furn. & Appl. - Residence,
Decreased Value (211) $c (decrease in value,
to date) |
| Cr[-] |
|
Automotive Equipment, Decreased Value (241)
$d (decrease in value, to date) |
| Dr[+] |
|
Decrease in Actual Value of Other Fixed Assets
(382) $c+$d |
| Cr[-] |
|
Equity (380) $a |
| |
|
In this example the debits and credits impact
two quadrants of our accounting matrix. |
| |
|
|
|
| Recording the cashing of the Pay Checks
for Spouse 1 and Spouse 2 |
| Dr[+] |
|
Cash (101) $x+ $y |
| Cr[-] |
|
Take Home Pay - Spouse 1 (400)
$x |
| Cr[-] |
|
Take Home Pay - Spouse 2 (400)
$y |
| |
|
In this example the debits and credits impact
two quadrants of our accounting matrix. |
| |
|
|
|
| Recording the Cash Purchase of certain
items |
| Dr[+] |
|
Food & non-Alcoholic
Beverages (500) $a |
| Dr[+] |
|
Alcoholic Beverages (505) $b |
| Dr[+] |
|
Tobacco (510) $c |
| Cr[-] |
|
Cash (101) $a+$b+$c |
| |
|
In this example the debits and credits impact
two quadrants of our accounting matrix. |
| |
|
|
|
| Recording the Withdrawal of Cash from
an ATM |
| Dr[+] |
|
Cash (101) $a |
| Cr[-] |
|
Bank - Current Account (103) $a |
| |
|
In this example the debits and credits impact
a single quadrant of our accounting matrix. |
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|
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Lifestyle Accounting - Account Chart, With Explanations
Please Note that the Account Chart and its descriptions
can be changed by you by going to Application Launchpad > Accounts > Prototypes
Current Assets
| 101 |
|
Cash on Hand |
| |
|
Record all cash transactions
against this account
|
| 103 |
|
Bank - Current Account |
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|
Record all deposits made, checks
written, cash withdrawn, and transactions made
by the bank.
|
| 108 |
|
Bank - Savings Account |
| |
|
Record all deposits made, transfers
made, cash withdrawn, and transactions made by
the bank.
|
| 115 |
|
Short-Term Investments |
| |
|
Investments maturing within 12 months. Use Subledgers
to keep track by Investment type.
|
| 125 |
|
Accounts Receivable |
| |
|
Track money owed to you. Use Subledgers to identify
the individual or legal entity.
|
| 135 |
|
Loans Receivable |
| |
|
Track money owed to you that is
subject to interest charged by you. Use Subledgers
to identify
the individual
or legal entity. Use the “LoanFR”, if applicable
to calculate the interest due to you (located in STEP
FORWARD’s Private_Records - General Data Entry).
|
Investments
| 180 |
|
Long-Term Investments |
| |
|
Track Long Term Investments i.e. Investments, other
than real estate, that do not mature within the next
12 months.
|
Fixed Assets
| 200 |
|
Residence |
| |
|
Record the original acquisition cost of your Residence,
if any.
|
| 201 |
|
Residence - Increased Market Value |
| |
|
Record the increase in market value of your reside
(at least once a year) with offset to GL#381.
|
| 203 |
|
Recreational Property |
| |
|
Record the original acquisition cost of your Recreational
Property, if any.
|
| 204 |
|
Recreational Property - Increased Market Value |
| |
|
Record the increase in market value of your Recreational
Property (at least once a year) with offset to GL#381.
|
| 210 |
|
Accounts Receivable |
| |
|
Record the original acquisition
cost of your Furniture & Appliances in your
Residence, if any - use Subledgers to identify
individual items, if applicable, otherwise remove
the Subledger from the Chart.
|
| 211 |
|
Furn. & Appl. - Residence, Decreased
Value |
| |
|
Record the decrease in value of your Furniture & Appliances
in your Residence (at least once a year) with offset
to GL#382 - use Subledgers to identify individual
items, if applicable, otherwise remove the Subledger
from the Chart.
|
| 212 |
|
Furniture & Appliances - Recreational |
| |
|
Record the original acquisition
cost of your Furniture & Appliances
in your Recreational Property, if any - use Subledgers
to identify individual items, if applicable, otherwise
remove the Subledger from the Chart.
|
| 213 |
|
Furn. & Appl. - Recreational, Decreased
Value |
| |
|
Record the decrease in value of
your Furniture & Appliances
in your Recreational Property (at least once a year)
with offset to GL#382 - use Subledgers to identify individual
items, if applicable, otherwise remove the Subledger
from the Chart.
|
| 220 |
|
Tools & Equipment |
| |
|
Record the original acquisition
cost of your Tools & Equipment,
if any - use Subledgers to identify individual items,
if applicable, otherwise remove the Subledger from the
Chart
|
| 221 |
|
Tools & Equipment, Decreased Value |
| |
|
Record the decrease in value of
your Tools & Equipment
(at least once a year) with offset to GL#382 - use Subledgers
to identify individual items, if applicable, otherwise
remove the Subledger from the Chart.
|
| 230 |
|
Recreational Equipment |
| |
|
Record the original acquisition cost of your Recreational
Equipment, if any - use Subledgers to identify individual
items, if applicable, otherwise remove the Subledger
from the Chart.
|
| 231 |
|
Recreational Equipment, Decreased Value |
| |
|
Record the decrease in value of your Recreational Equipment
(at least once a year) with offset to GL#382 - use Subledgers
to identify individual items, if applicable, otherwise
remove the Subledger from the Chart.
|
| 240 |
|
Automotive Equipment |
| |
|
Record the original acquisition cost of your Automotive
Equipment, if any - use Subledgers to identify individual
cars, etc., if applicable, otherwise remove the Subledger
from the Chart.
|
| 241 |
|
Automotive Equipment, Decreased Value |
| |
|
Record the decrease in value of your Automotive Equipment
(at least once a year) with offset to GL#382 - use Subledgers
to identify individual cars, etc., if applicable, otherwise
remove the Subledger from the Chart.
|
Current Liabilities
| 300 |
|
Bank Loan |
| |
|
Record any short-term bank loans.
|
| 305 |
|
Accounts Payable |
| |
|
Record all obligations to suppliers e.g. Trade Accounts,
Credit Card obligations, etc. and apply payments
when made. Use Subledgers to identify the legal entities
that you owe money to. Remember that the AP Subledger
receives linked data from the Names table.
|
| 349 |
|
Current Portion, Long -Term Debt |
| |
|
Record the dollar value of your Long-Term Debt that
is payable over the next 12 months
|
Long-Term Debt
| 350 |
|
Mortgages Payable |
| |
|
Record the current balance (at time of set up) of
any mortgage obligation and apply the principal portion
only of your mortgage payments against this account.
|
| 352 |
|
Bank Loan |
| |
|
Record long-term bank loans (including chattel mortgages,
if held by the bank) in this account and apply the
principal portion only of your bank loan payment
against this account.
|
| 355 |
|
Chattel Mortgages |
| |
|
Record any long-term loans from Finance companies,
usually secured by a chattel mortgage, such as on
the purchase of a car on credit and apply the principal
portion only of your loan payment against this account.
|
| 369 |
|
Current Portion, Long-Term Debt |
| |
|
Record the dollar value of your Long-Term Debt that
is payable over the next 12 months.
|
Net Worth
| 380 |
|
Equity - Beginning of Year (Cost Based) |
| |
|
The closing entry(see the comments
under GL#399) must be followed by a roll-over entry
that is dated on the first day of the current year(one
day after the day that you made the Closing entry
to accounts GL#399/GL#999) that sets the balance
in GL#399 to zero with the offset going to this
account. See also STEP FORWARD’s On-line
manual.
|
| 381 |
|
Increase of Real Estate Market Value over Cost |
| |
|
Record the increase in the market value of your real
estate holdings. This is usually done in incremental
entries, at least once every year. The Balance should
not be closed out to GL#380.
|
| 382 |
|
Decrease in Actual Value of Other Fixed Assets |
| |
|
Record the decrease in the value of your depreciable
assets. This is usually done in incremental entries,
at least once every year. The Balance should not be closed
out to GL#380.
|
| 399 |
|
Current Year’s change in Equity
due to Lifestyle |
| |
|
At the last day of each year (after all entries have
been recorded for the year, which may take a few days
into the new year) close your Performance Accounts by
making a single entry to GL#999 with the offsetting entry
to this account. The $ value for the entry must equal
the net difference of all Performance Accounts and be
recorded with the opposite sign e.g., assume that your
total Receipts exceed your Expenditures by $500, then
your entry should be Dr GL#999 and Cr GL#399; however,
if the Expenditures exceed your Receipts then the entry
should be Dr GL#399 and Cr GL#999. See also the comments
under GL#380.
|
Cash Receipts
| 400 |
|
Take Home Pay - Spouse 1 |
| |
|
Credit the net earnings received with the offset
to the applicable Current Asset account.
|
| 401 |
|
Take Home Pay - Spouse 2 |
| |
|
Credit the net earnings received with the offset
to the applicable Current Asset account.
|
| 415 |
|
Interest Earned |
| |
|
Credit any interest earned on your savings and
investments.
|
| 420 |
|
Dividend Income |
| |
|
Credit any dividends earned on your investments.
|
| 450 |
|
Gifts Received |
| |
|
Credit any gifts - cash or in kind - received
from whomever. If Cash, the offset will be to Cash/Bank;
if “in kind”, the offset might be to
Fixed Assets (if of high value) or to an Expenditure
account - of course it all depends as to how fickle
one wants to be about their Lifestyle Accounting.
|
| 460 |
|
Other Cash Receipts, excluding Loans |
| |
|
Credit any other cash receipts (that
you keep i.e. no loans) with the offset to Cash/Bank.
Money received as the proceeds of a loan are credited
to a Liability account.
|
Personal Consumption
| 500 |
|
Food & non-Alcoholic
Beverages |
| |
|
Debit your groceries, etc. to this account.
|
| 505 |
|
Alcoholic Beverages |
| |
|
Self explanatory
|
| 510 |
|
Tobacco |
| |
|
Self explanatory
|
| 520 |
|
Clothing & Footwear |
| |
|
Self explanatory; however, if this is a major item
in your family, you might wish to set up a Misc Subledger
for this GL account, where each Subledger identifies
one member of the family.
|
| 530 |
|
Gifts |
| |
|
Self explanatory
|
| 580 |
|
Food - Lunches & Refreshments at
Work |
| |
|
Self explanatory. Be diligent in your record
keeping, you’ll be surprised how much you
could save, if you brown-bagged it instead. Some
people forfeit
fancy holidays because of this cost item.
|
| 585 |
|
Food - Eating Out, Family & Friends |
| |
|
We all do it and we should, but how much does it really
cost? But exclude meals while travelling.
|
Residential Property Expenditures
| 600 |
|
Building Repairs & Maintenance |
| |
|
Self explanatory. If you want to get picky, e.g.,
replacing painted walls in a bathroom with ceramic
tile usually improves the building and you may want
to debit the applicable Fixed Asset account instead
(i.e., this increases your real estate cost).
|
| 604 |
|
Grounds Maintenance |
| |
|
Self explanatory but include bedding plants, landscaping,
snow removal, etc. Picky? Extreme landscaping of
a permanent nature may warrant an increase in your
real estate cost.
|
| 606 |
|
Cleaning Services |
| |
|
House cleaning, not dry cleaning of your clothes.
|
| 610 |
|
Small Furnishings & Household Appliances |
| |
|
Everything that is too low in cost to be capitalized
as a Fixed Asset, e.g., your coffee maker.
|
| 615 |
|
Household Supplies |
| |
|
Everything from soup spoon to dishwater soap.
|
| 620 |
|
Utilities - Light & Water |
| |
|
Self explanatory.
|
| 621 |
|
Utilities - Heat |
| |
|
Self explanatory.
|
| 625 |
|
Fire Insurance |
| |
|
Self explanatory.
|
| 630 |
|
Property Taxes |
| |
|
Self explanatory.
|
Recreational Property Expenditures
Same explanations as those for Residential Property Expenditures.
| 650 |
|
Building Repairs & Maintenance |
| 654 |
|
Grounds Maintenance |
| 660 |
|
Small Furnishings & Household Appliances |
| 665 |
|
Household Supplies |
| 670 |
|
Utilities - Light & Water |
| 671 |
|
Utilities - Heat |
| 675 |
|
Fire Insurance |
| 680 |
|
Property Taxes |
Transportation
| 700 |
|
Automotive Lease |
| |
|
Monthly lease payments, if any.
|
| 705 |
|
Gas & Oil |
| |
|
Self explanatory.
|
| 710 |
|
Automotive Repairs & Maintenance |
| |
|
Self explanatory.
|
| 715 |
|
Parking |
| |
|
Self explanatory.
|
| 720 |
|
Public Transportation |
| |
|
Self explanatory but excluding holiday travel.
|
| 725 |
|
Rental Cars & Taxis |
| |
|
Self explanatory but excluding holiday travel.
|
Communications & Entertainment
| 750 |
|
Telephone |
| |
|
Self explanatory.
|
| 753 |
|
Fax |
| |
|
Self explanatory.
|
| 755 |
|
Cell phone |
| |
|
Self explanatory.
|
| 765 |
|
Internet |
| |
|
Self explanatory.
|
| 770 |
|
Cable TV |
| |
|
Self explanatory.
|
| 775 |
|
Video Rentals |
| |
|
Self explanatory.
|
| 780 |
|
Entertainment - Theatre, Spectator Sports |
| |
|
Self explanatory.
|
| 783 |
|
Entertainment - Adult Sports |
| |
|
Self explanatory? Sports in which you participate.
How much did you spend on golf?
|
| 785 |
|
Entertainment - Children’s Activities |
| |
|
Self explanatory. Go ahead, spoil them a little.
|
| 795 |
|
Travel - Holidays |
| |
|
Including transportation (air & ground),
accommodations, meals, etc.
|
Health & Education
| 800 |
|
Medical Insurance |
| |
|
Insurance Premiums only.
|
| 801 |
|
Life Insurance |
| |
|
Insurance Premiums only.
|
| 805 |
|
Medical |
| |
|
Drugs (prescription or over-the-counter) and
fees other than Premiums. Remember to keep a separate
record of these for each member of your family in
the “Medical” and “Medicate” tables
Application Launchpad > General Data Entry.
|
| 810 |
|
Dental |
| |
|
Drugs (prescription or over-the-counter) and
fees other than Premiums. Remember to keep a separate
record of these for each member of your family in
the “Medical” and “Medicate” tables
Application Launchpad > General Data Entry.
|
| 815 |
|
Massage & Physical Therapy |
| |
|
Drugs (prescription or over-the-counter) and
fees other than Premiums. Remember to keep a separate
record of these for each member of your family in
the “Medical” and “Medicate” tables
Application Launchpad > General Data Entry.
|
| 820 |
|
Personal Care |
| |
|
Everything from toes to toupees and dry cleaning.
|
| 840 |
|
Adult Education |
| |
|
Tuition fees and books.
|
| 845 |
|
Child Care |
| |
|
Fees, including babysitting.
|
| 850 |
|
Tuition & School Fees |
| |
|
Tuition fees and books, for children (i.e., excluding
Adult Education).
|
| 855 |
|
Memberships, other than Sports |
| |
|
Self explanatory.
|
Other
| 900 |
|
Donations |
| |
|
Self explanatory. But, depending on your circumstances,
you may want to track them by Subledger, where each
Subledger identifies a specific charity.
|
| 920 |
|
Legal & Accounting |
| |
|
Fees to professional people.
|
| 970 |
|
Gambling, Lotteries, etc. |
| |
|
Well not everybody does it but when we do, we should
track it to determine just what kind of an impact
it has on our lifestyle.
|
| 980 |
|
Don’t know how I spent the Money |
| |
|
Try to keep it down to an absolute minimum.
But if you can’t remember what happened to
your money or you dare not say, this is the place
to put
it.
|
| 999 |
|
Close Revenue & Expense Accounts |
| |
|
See our note under GL#399
|
|
