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file maintenance/record sorting
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there are three functions
available with this selection.
the first is sorting all files
into a logical sequence.  the
second function reorganizes
the files on the diskette to
speed the reading of data.
the last function checks the
available computer memory
to determine the amount of
available space that exists for
adding new accounting data.
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the screen will display -
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select   1  sort files
.        2  reorganize disk
.        3  check avail. space
record sorting
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the record sorting function
organizes your records into
logical sequences.  this is
helpful to you when reviewing
your accounting data.  it is
also necessary to produce
meaningful printed reports.
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expense and revenue records
are ordered by the date
entered with each transaction.
the earliest dates will appear
first and the most recent
record will appear last.
the chart of accounts is sort-
ed in ascending chart number
sequence.  the lowest chart
number will appear first and
the highest at the bottom of
the report.
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record sorting uses a consid-
erable amount of computing
power and therefore may take
some time to complete.  this
can range from a few seconds
to sort a small file or to
place a new record in an
already ordered file - up to
minutes to organize a jumbled
expense file of 300 to 400
detailed records.
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because of the time involved
record sorts are not done
automatically after each
entry.  it is an 'on demand'
function for you to use as
necessary.  it should always
be done before producing any
reports or doing any financial
analysis based from on-screen
data.  this correct file
organization makes your
records quicker to comprehend
and much easier to understand.
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reorganizing the data disk
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the accounting information
you have saved is stored in
files on the diskette.
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the disk drive operating
system (dos) locates the
records in each file by view-
ing a directory in the middle
of the diskette and then going
to the disk 'address' to read
the information stored there.
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the directory can become dis-
organized when you have used
the files for a long time -
adding records and deleting
transactions.  deleting
records leaves gaps that
may be too small to be useful.
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by reorganizing the data disk
you move the records together
to maximize available storage
space on the diskette.  the
directory is updated and your
data can be accessed faster.
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this function needs only
occasional use and only if
some records have been
deleted.
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checking available memory
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your personal computer has
a finite amount of memory
space.  this function checks
that space to determine the
number of additional account-
ing records that can be added
to the system.
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this is accomplished by
loading the account files
into the computer and
measuring the remaining
available memory.  after a
few seconds the screen will
clear for a statement provid-
ing the approximate number
of new records that can be
added.
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it is important that you do
not add more accounting
records than your computer
can process.  as the files
become large with hundreds of
entries it is necessary to
use this function frequently.
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after the result has been
displayed you will be
returned to the system's main
directory.