Software Info > Screen Shots & Technical
This software is distributed via Registered Professionals only at this time. There are no downloadable versions available on this website. This page includes:
- Screen Shots
- An Introduction to the "Software Architecture"
- An Introduction to the "modular" options for the software
- An Introduction to Downloading/Copying Software
- Data Strategy/Schema for a Spreadsheet
- Functional Summary
Things like detailed download instructions, installation and setup instructions, and detailed technical information for use and modification are provided via a private website and for professionals only at this time.
1) Screen Shots
These screen shot files are extensive. They cover every user interface screen -- both the visible and hidden parts. Since this "software" is just Google Sheet Templates that aren't locked down in any way, these screenshots and videos are all we have to offer for pre-purchase review.
Positive/Negative Values Version (w/ debits and credits back-end switch)
Debits and Credits Version
On ice for now. Not sure it will ever be needed, but available easily enough...
** - As of 3/17/2020 I have installed 7 copies of the latest version. The screen shots above are generally accurate but there may have been some final polishing that took place. Might have still had some lingo out of place above to coy play. Will update these shortly for a full and fair analysis.
2) An Introduction to the "Software Architecture"
All core functionality for basic and advanced Bookkeeping and Tax Accounting is contained in a single Google Sheet Template
- All primary accounting related functionality is delivered via spreadsheet formulas only. No outside scripting is used.
- Graphical Interface manipulation tools and tools for creating and saving pdfs as well as create and emailing pdfs is provided by a combination of Google Script routines that are contained in either 1) the Internal/Intrinsic Google Script Project or 2) an External Script Library that is connected to the file via the intrinsic Google Script Project
3) An Introduction to the "modular" options for the software
The published template contains all relevant functionality in a single file. That functionality can be broken down into separate files. This might be ideal for distribution of work and/or security reasons. The image and description below gives an example of the setup that might exist if the Balance Sheet was split off into it's own file.
- Three Discoverable Files would Make up a Version (five files total)
- Part A - Includes all functionality except the Balance Sheet (the Chart of Accounts, Ledgers, Income Statement Reporting, Budgeting, Transaction Generator, Other Reporting, etc)
- Part B - Contains the Balance sheet and is linked to Part A for a real time connection.
- diy1LIB - Each of the Part A and Part B components for each version rely on a single shared Google Script Project (generically called a library file) called "diyLIB1".
4) An Introduction to Downloading/Copying the "Software"
When the software is copied from one persons Google Drive to another, the connections between the file and the DIY1 Library all has to be recreated on the new user's copies because the file ownership changed. Re-establishing these connections only takes 3-5 minutes for someone who knows what they are doing, but this will seem very technical at first. There's no way to automate this connection process at this time and there likely won't be one in the future. This is just part of the process of DIY Software. Click for a little more insight here...
- You will be provided a link to the Master Files or they will be shared with you via Google Drive sharing.
- You will open each file and then select File > Make a Copy and a copy is created on your Google Drive. They are yours for life.
- There are no digital connections back to the developer(s) and there are no fancy connections between these files and the google platform itself. These are not Apps or anything like that. Just stand alone files.
- Any changes made to the Developers Master Copies after you get your copy can only be had if you manually make those to your file or if you download a newer copy and manually transfer your data. This isn't as bad as it sounds, although you don't want to be doing it regularly.
5) Data Strategy/Schema for a Spreadsheet
When starting a new database application, it's ideal to get a glimpse at the "database schema" that has been used by others. The database schemas for accounting systems are nearly non-existent online (for some odd reason?!) . Except for this one...
If you'd like to do this in a relational database, this should give you a heck of a head start, AND the file itself exposes all the required unions and logic.
5) Functional Summary
1) Core Functionality - The Chart of Accounts, Journals, General Ledger, Income Statement, Balance Sheet and other reporting is contained in a single Google Sheet Template with an internal (intrinsic) code library.
- Two files get shared with you via google drive / google platform.
- You make copies and they are yours for life.
- There are no digital connections back to the developer(s) and there are no fancy connections between these files and the google platform.
- These are not Apps or anything like that. Just stand alone files.
- Any changes made after you get your copy can only be had if you manually make those to your file or if you download a newer copy and manually transfer your data. This isn't as bad as it sounds, although you don't want to be doing it regularly.
a) Sample Data - One years worth of sample data is pre-populated in Part A. That benefits both you as a user and any developers who seek to make modifications to this open source accounting software.
- The sample data takes about 5 minutes to remove manually
- You will save a copy of the file with the full data in it for permanent referee
- You will save a copy of the file with the full date in it for demo purposes and to futz with
- You will remove the data and save a copy of that file for a blank template for new files you want to create
- As long as you have a full copy of hte original file, you can always correct any destruction you create in your files
b) Positive and Negative Values vs Debits and Credits - The first version released is entirely based in Postive and Negative Values not Debits and Credits.
The goal is to show everyone debits and credits are not required for personal and small business accounting. A General Journal is included but one must be a little mindful with that use given this setup.
With this signed education first, it will be far easier for less professional types to see and understand how/why banks provide confusing statements with things like debits and credits AND signed numbers -- a situation which should never exist, but does solely to confuse the consumers.
Another module with Debits and Credits using the Positive and Negative Values back end will likely be released. That is how the development has gone so far.
After that, we will work on a Debits and Credits solution which works using debits and credits on the back-end. That system has been prototyped and seems to work fine. It seems a little resource intensive but only enough time was put in for proof of concept. The full debits and credits front and back end has some added benefits for more complex accounting use (I believe at this time).
c) Unlimited Chart of Accounts, Unlimited Software Copies, an Unlimited Journals
No limits to the chart of accounts and no required accounts. Comes standard with Asset, Liability, Equity, Income, Expense and ZAP Special Account types, but all that is fully customizable (but be mindful of the functionality in the txn aggregator). The general journal in the Positive Negative Values version has some sign and order requirements that would not be required in a debits and credits version. Errors there will be problematic but we do have data integrity systems for checking a lot of information (in addition to a balance sheet).
d) Manual Data Import from CSV/Excel Files downloaded from the bank or Manual Data Entry
The suggested method for basic data entry is via download from the banking institution. You cut and paste into a raw Transactions page custom configured for each account and a custom configured mapping process preps a second copy of hte data for cut and paste into your ledgers for categorization. Download logs are used to track prior downloads. You can also manually enter transactions with or without unique IDs
e) Faux Banking Website for Practice
We have developed a faux banking website with the original sample data in it to enable the practice or demonstration of download and import.
f) Balance Sheet - The optional Balance Sheet Functionality is contained in a second, separate Google Sheet Template that is dynamically linked to Part A if desired.
This worksheet does require custom configuration and Balance Sheet understanding is required.
The balance sheet as with the journals could be split off into separate files for work distribution and/or security reasons.
2) Advanced Functionality - Budgeting with a Transaction Generator built in too!
The same Part A template described above also contains Budgeting Functionality and Comparative Income Statements. In addition, a transaction generation system allows users to quickly create 1000's of records based on master transactions for financial and life simulation.