THE RECONCILIATION PROGRAM, Version 1.0 User's Manual Rev 1.0 February 9, 2004 Contents 1. Introduction 1.1. About This Manual 1.2. About The Reconciliation Program 2. Learning The Basics 2.1. The Reconciliation Program Layout 2.1.1. Initial Window 2.1.2. Top Frame 2.1.3. Bottom Frame 2.2. File setup 2.3. Choosing Filenames 2.4. Choosing Keywords 2.5. Comparison Execution 2.6. Analyzing The Results 2.7. Run Another Analysis 2.8. Exiting The Program 3. Advanced 3.1. Keyword Analysis 3.2. Errors/Warnings Explanation 3.3. Comparison Execution II 3.4. Keyboard-only functionality 3.5. Program System Requirements 4. Appendices 4.1. Appendix A-Version Comparison 4.2. Appendix B-Future Additions 5. Closing Information 1. Introduction 1.1. About This Manual This manual describes uses of the Reconciliation Program, including program layout, file setup, program execution, and analyzing the results. By the end of reading this manual, you will know: * How to setup and choose files for comparison analysis * How to change the keywords to search for, based on how your files have been setup * How to interpret the results from the analysis 1.2. About The Reconciliation Program The Reconciliation Program is extremely easy to use, but can save you a lot of time from doing reconciliations on your own. This program can be used for other purposes as well -- purposes that require comparing amounts for specific entries, such as comparing results from several people keeping track of the types of cars traveled on a specific road during a given time interval. 2. Learning The Basics This section will get you started with The Reconciliation Program. You will learn the basic functions and attributes of the program, such as: * The layout of the Reconciliation Program * How to setup a file and choose it in the program * How to run the analysis * How to interpret the analysis * How to run another analysis * How to exit the program 2.1. The Reconciliation Program Layout After getting past the initial window that starts the program, the Reconciliation Program is divided into two frames: Top and Bottom. The top frame contains all of the information the program needs to run an analysis, along with the buttons to perform specific program functions. The bottom frame contains the box that provides the results from comparison analysis. 2.1.1. Initial Window Starting from the top, the window that comes up when you start the program tells you information about the program, gives you the option of changing window sizes, and allows you to enter proxy information which you might need to succeed in running the program (the program needs an active internet connection to run -- see "3.5. Program System Requirements" for more information). After you have read the information, have selected your window size (if you don't select one, the default is 640x480), and have entered proxy information (if necessary), click "Continue" to continue to the main program. 2.1.2. Top Frame Starting from the top of the Top Frame, you should enter the first filename in the box provided, either with the Browse button or typing it manually. To view the important contents from that first file in the analysis box at the bottom, click the "View" button next to the Browse button. Below that you should enter the second filename in the box provided, either with the second Browse button or typing it manually. To view the important contents from the second file in the analysis box at the bottom, click the "View" button next to the second Browse button. Below that you should enter the first keyword to search for (default is "Num"), which represents the entry names in the files. Finally, at the bottom of the Top Frame should go the second keyword to search for (default is "Amount"), which represents the value of the entry names in the files. At the bottom-right is the "Help" button, which takes you to this help file and gives you other helpful information, and above the "Help" button is the "Compare" button, which runs the comparison analysis once you've entered all required information. 2.1.3. Bottom Frame The Bottom Frame contains the analysis results box, which will tell you errors and warnings, if there are any, from the two files you most recently compared. The errors will appear toward the top of the box, with warnings following the errors. This box should also contain this text for the user's manual. 2.2. File Setup You should be creating text files (".txt") for comparison analysis. If you are currently using Microsoft Excel or another spreadsheet application in conjunction with The Reconciliation Program, use your spreadsheet application for adding up values, searching for value titles and values, and other typical spreadsheet applications, and save each sheet in your spreadsheet as a plain text file (Tab delimited if that's an option), which should have the extension ".txt". You can save these files anywhere, but if you save them close to the location of the Reconciliation Program executable, it will save you time. Also remember to save your spreadsheet in its usual format (for Excel, it would be ".xls"), so that you don't lose any information that is important for your spreadsheet application. You will use the file with extension ".xls" for Microsoft Excel, and you will use the files with extension ".txt" for The Reconciliation Program. 2.3. Choosing Filenames You can choose any valid filename for your operating system. Microsoft Windows won't allow certain characters, such as : or /, but if you try to save your file with those characters, it should give you an error and make you choose a new name anyway. To be safe, you might want to use combinations of letters, numbers, and the underscore ("_") symbol. To choose the file in the Reconciliation Program, the easiest thing to do is click the "Browse" button next to the filename box you want to enter the filename for. If you saved the file in the same directory as the Reconcilation Program executable, it should be there; otherwise, you will have to search for it on your hard drive (if you saved it on your hard drive). Once you find it, either double-click it or click the file and then click "Open". 2.4. Choosing Keywords The "Column #1 Keyword" (by default "Num") is the keyword that the program will search for that represents the field titles, and should occur to the left of "Column #2 Keyword" in the spreadsheet and text file. The "Column #2 Keyword" (by default "Amount") is the keyword that the program will search for that represents the values for the field titles, and this column should appear to the right of the "Column #1 Keyword" field titles. Note that the keywords ("Num" and "Amount") are case-sensitive, so if you are using CAPS LOCK or all small letters, or are using different words altogether, make sure to change these keywords accordingly. 2.5. Comparison Execution Once you have chosen the two filenames to compare, along with the two keywords to search for, click the "Compare" button, and if you entered valid filenames and keywords, the program will start comparing the two files. A new window will pop-up in front of the main program window, which will tell you the estimated time remaining in program analysis and the percent completion of program analysis, along with other information about program execution. Note that this window will appear twice, as the program compares file 1 against file 2 first, then compares file 2 against file 1 (there is a difference in how the program analyzes files based on order, which is why this occurs). If you let the program analyze to the finish, it will eventually take you back to the main window to view the analyzation results. If you click "Cancel" during program analysis, the program will exit. 2.6. Analyzing The Results Once you are returned to the main window, the results from the analysis will appear in the Bottom Frame. Errors will appear toward the top. Errors occur when there is a difference in the values of keyword #2 values for specific keyword #1 titles between the two files. Below the errors will appear the warnings, which occur when the total values for specific keyword #1 titles are equal between the two files, but either there are multiple entries for keyword #1 in one file and not in the other, or the entries are somehow different between the two files, but the total result is the same for a given keyword #1 title. Warnings are simply that -- warnings -- and usually should be ignored. However, for certain applications of the program, these warnings might be useful. 2.7. Run Another Analysis To run another analysis, simply replace the information in the Top Frame, replace some information in the text files used in analysis, or leave everything the same for a duplicate analysis, then click "Compare", and the new results will replace the old results in the Bottom Frame once analysis completes. 2.8. Exiting The Program To quit using the Reconciliation Program, either click the "X" in the upper-right corner of the main window, or click "Cancel" while running an analysis. 3. Advanced Listed below are some advanced topics not described earlier, or topics from above discussed in further detail. 3.1. Keyword Analysis Keyword #1 ("Num"), should appear at or near the top of the spreadsheet, to the left of Keyword #2 ("Amount"), but on the same row as keyword #2. In the same column as keyword #1 should appear the titles for the values appearing under keyword #2. Under keyword #2 should appear those values for the titles listed in keyword #1. The same title can appear multiple times under keyword #1, but everytime the same title appears, the amount corresponding to that title will be added to the amount calculated so far for that title. Therefore, you will end up with only one title and one amount for that title. Multiple titles will usually come up as warnings, but can usually be ignored. 3.2. Errors/Warnings Explanation Errors occur when there are differences in values for specific titles under keyword #1. If a keyword #1 title appears in one file but not in the other, this will create an error. Also, if the title appears in both files, but the values differ in the two files for this title, this will also create an error. Warnings occur when the title appears in both files, the total sum of the amount for this title is the same in both files, but the amount may be distributed differently in both files. For example, if title "RJ2004" appears in both files, but in file #1 it occurs twice, and the values are 20 and 40 respectively, whereas in file #2 it occurs three times, and the values are 10, 20, and 30, respectively, this won't create an error, because for "RJ2004" the value is 60 in both files, but this will create a warning, because the distribution is different in the two files. Warnings will also appear when lines are skipped, usually due to bad keyword #1 and/or keyword #2 entries. Sometimes this will occur from extra lines in the file, which are supposed to be skipped, in which case this warning is normal. However, sometimes this will occur unintentionally, from an invalid keyword #1 or keyword #2. These skipped lines cannot be checked by the program, and will have to be checked manually. 3.3. Comparison Execution II The reason the program has to do 2 comparison runs (file 1 vs. file 2, and file 2 vs. file 1), is because of the way the program compares files and searches for the keywords. The major example of the necessity for doing 2 runs is if a keyword #1 (for example, "A"), occurs in file 2, but does not occur in file 1. Doing only one run would result in not detecting the absence of "A" in file 1. Therefore, it is essential that the program performs two runs of the program, to pick up all possible errors and warnings. 3.4. Keyboard-only functionality The program is easiest to use with a mouse and the keyboard, but for convenience, you can use the keyboard for all program functions. Hit "Tab" to move across buttons and text entry boxes, hit "Shift-Tab" to move in reverse across buttons and text entry boxes, and hit the spacebar to execute a button. On some text entry boxes, you can hit "Enter" or "Return", and either the button next to the text entry box will be executed, or another command will be performed. 3.5. Program System Requirements This program should run on virtually any system. The RAM requirements should be minimal, required hard disk space is less than 2MB, although you can run this program off a CD or other similar media, which will eliminate any need for hard disk space. The only major requirement is that you maintain an active internet connection at all times during execution of the program. This is required because the program checks during specific intervals to confirm that this version of the program is the most recent version and still valid. No information is being transmitted across the internet from your computer; information is only being received from the internet. 4. Appendices 4.1. Appendix A-Version Comparison Version 1.0 Standard Functionality * Compares 2 files, in both orders, for consistent keyword titles and values * Percent bar window indicates completed analysis and estimated time to completion * Option to change keywords * Results displayed at bottom of main window in listbox * Errors and Warnings for both program runs * Program Errors * User's manual integrated into program * Ability to change window size (640x480, 800x600, 1024x768, "Super-Size (fullscreen)") * Ability to view text files directly from program to make sure program is reading them correctly * Mouse with keyboard and keyboard-only functionality 4.2. Appendix B-Future Additions Version 1.1 * To Be Determined 5. Closing Information Don't forget to check out my web site, http://www.JoshShainin.com/ for more information about this program and other programs and items which might be of interest to you. Email me (check HeadwayDesigns.com or JoshShainin.com for details) if you are encountering difficulties. I try to check my email almost nightly. Thanks again for trying out this program, and hope you enjoy doing your reconciliations faster than ever before! Josh Shainin Project Lead: Randolph A. Edmonds III