Accounting

Method for expense report storage and calculation

4852000

Abstract

A system for maintaining a business record includes a main menu having a plurality of modular expense routines and a plurality of modular operational assistance routines. All the modular routines are individually identified and selectively callable by entering an individual alpha-numeric identifier for the particular module selected.


Claims

What is claimed is:

1. A method of calculating and storing business expenses comprising the steps of:

storing a main menu of normal expense categories as separate modules in a data storage unit whereby additions to and deletions from said main menu are possible;

providing each of said expense categories with an individual alpha-numeric identifier whereby each of said expense categories is available for selective call up and whereby entries to individual categories can be made without affecting other categories,

providing a tag category in said main menu; whereby all expenses for a particular data, or event, can be traced for all said expense categories;

providing a plurality of operational assistance routines in said main menu;

providing a name module as one of said operational assistance routines, whereby a range of dates, or events, can be entered for all of said expense modules;

said operational assistance routines including a modify routine; and further including the step of storing a modify menu including each of said expense categories and providing each of said normal expense categories with modify alpha-numeric identifiers whereby said expense categories are individually available for selective call up and previously made entries can be modified, new entries can be made, and running category totals can be calculated.

2. The method of claim 1 further including a mileage category and wherein said mileage category can be entered by selecting between a mileage entry or an odometer entry.

3. The method of claim 2 wherein said main menu includes a save category whereby all data relating to any selected category can be saved under the name shown for the selected category.

4. The method of claim 3 wherein said main menu includes a print category whereby a print out of all internal data is provided upon selection of the print categroy.

5. The method of claim 4 wherein said expense modules include the categories of mileage, meals, lodging, telephone, fuel, parking, tolls, miscellaneous, gratuity, transportation, business conference and entertainment.

6. A method of calculating and storing business expenses comprising the steps of:

storing a main menu of normal expense categores in a data storage unit;

providing each of said expense categories with an individual alpha-numeric identifier whereby each of said expense categories is available for selective call up,

providing a tag category in said main menu; whereby all expenses for a particular date, or event, can be traced for all said expense categories;

providing a plurality of operational assistance routines in said main menu, said operational assistance routines including a modify routine; and further including the step of storing a modify menu including each of said expense categories and providing each of said normal expense categories with modify alpha-numeric identifiers whereby sad expense categories are individually available for selective call up and previously made entries can be modified, new entries can be made, and running category totals can be calculated.

7. The method of claim 6 further including the step of providing a name module as one of said operational assistance routines, whereby a range of dates, or events, can be entered for all of said expense modules,

8. The method of claim 7 further including a mileage category and wherein said mileage category can be entered by selecting between a mileage entry or an odometer entry.

9. A method of calculating and storing business expenses comprising the steps of:

storing a main menu of normal expense categories as separate modules in a data storage unit whereby additions to and deletions from said main menu are possible;

providing each of said expense categories with an individual alpha-numeric identifier whereby each of said expense categories is available for selective call up and whereby entires to individual categories can be made without affecting other categories;

providing a tag category in said main menu; whereby all expenses for a particular date, or event, can be traced for all said expense catgories and whereby entires to individual categories can be made without affecting other categories;

providing a plurality of operational assistance routines in said main menu, said operational assistance routines incuding a modify routine; and further including the step of storing a modify menu including each of said expense categories and providing each of said normal expense categories with modify alpha-numeric identifiers whereby said expense categories are individually available for selective call up and previously made entires can be modified, new entires can be made, and running category totals can be calculated.

10. The method of claim 9 wherein said mileage category can be entered by selecting between a mileage entry or an odometer entry.


Description

BACKGROUND

This invention is directed to a system and method for conveniently and accurately storing and calculating business expenses.

Many professionals such as business people, salesmen, truckdrivers, pilots, etc. travel very extensively while practicing their professions. These people typically have substantial expenses for such items as food, lodging, transportation and many other items. The specific expenses must be categorized and accurate records kept in order to enable the traveler to submit accurate expense reports for reimbursement and tax purposes. Frequent travelers, therefore, are typically faced with the laborious and time-consuming task of categorizing the business expenses and submitting detailed reports for reimbursement and tax purposes. There, therefore, is a need for a system and method for accurately and conveniently storing and calculating business expenses at the convenience of the frequent traveler. The present invention fulfills these long-felt needs.

The invention provides a convenient means for the user to enter business data. The disclosed expense storage and processing system and method can be tailored to operate in several environments such as a lap computer, desk-top computer, pocket calculator or mainframe computer. The data input can be accomplished through any of several available means such as typing, keying or through advanced systems such as voice entry. Manual data entry can be accomplished on hardware integral to the storage and calculating system or through external hardware interfaced to a computing system, such as a modem or cellular telephone.

The invention has many distinct advantages. The software is broken down into modules so that every data entry category and special function is a self-contained program. Data entries can be easily modified by the use of a menu driven modify function. All business expense categories are provided for with the system and include such expenses as mileage, meals, lodging, telephone, telegraph and other communications, fuel, parking, tolls, miscellaneous items, gratuities, transportation, business conferences and entertainment. The invention is a user friendly system and is menu driven having specialized messages to prompt the user to respond with the correct information. The user supplied information is immediately verified for correctness upon entry of the data. All data entries and user supplied text descriptions are stored by the system automatically. All data are separated into specific categories immediately upon entry. The invention includes a feature which allows the user to enter and change data to a module, and the changes are automatically associated with data previously or subsequently entered and appears on hard copy reports generated by the system. The user can enter unique identifying titles and descriptive information for inclusion on printed reports. Mileage data can be entered using a direct mileage input or an odometer entry. Specific data identification such as persons names, meals, hotels, etc. can be entered by the user at will. The system includes a unique tag function whereby business reports for weeks or even months canb e entered at one session. Data can be provided to a disc memory, displayed on a CRT monitor, or output to a printer for a hard copy.

SUMMARY

A system for maintaining a business expense record includes a main menu of normal expense categories. The main menu includes a first plurality of modular expense routines and a second plurality of modular operational assistance routines. The expense routines and the operational assistance routines are individually identified by one character alpha-numeric identifications whereby the routines are separately and selectively addressable.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 shows a preferred embodiment.

FIG. 2 is a flow chart of the main menu and choice entry.

FIG. 3 is a flow chart of the tag entry routine.

FIGS. 4a and 4b are a flow chart of the mileage routine.

FIGS. 5a and 5b are a flow chart of the meals routine.

FIG. 6 is a flow chart of the lodging routine.

FIG. 7 is a flow chart of the telephone routine.

FIG. 8 is a flow chart of the fuel routine.

FIG. 9 is a flow chart of the parking routine.

FIG. 10 is a flow chart of the toll routine.

FIG. 11 is a flow chart of the miscellaneous entry routine.

FIG. 12 is a flow chart of the gratuity routine.

FIG. 13 is a flow chart of the transportation routine.

FIGS. 14a and 14b are a flow chart of the business conference routine.

FIG. 15 is a flow chart of the entertainment routine.

FIG. 16 is a flow chart of the help routine.

FIG. 17 is a flow chart of the name routine.

FIG. 18 is a flow chart of the save data routine.

FIG. 19 is a flow chart of the print routine.

FIGS. 20a, 20b, 20c, 20d, 20e and 20f are a flow chart of the modify routine.

FIG. 21 is a flow chart of hte quit routine.

DETAILED DESCRIPTION

In FIG. 1 a main menu 10 is shown including a plurality of modular expense routines 11 through 22 and a plurality of modular operational assistance routines 23 through 29. Each of the modular routines 11 through 29 is individually identified with a one character alpha-numeric identifier. Accordingly, each of the modular routines 11 through 29 can be individually called up by keying in the identifying alpha-numeric character by a convenient mechanism, such as a keyboard or a cellular telephone. The twelve modular expense routines 11 through 22 include the typical expenses oridinarily incurred by a frequent traveler, and which must be accurately maintained for reimbursement for tax form purposes. A miscellaneous routine 18 allows easy entry and storage of non-typical expenses. The seven modular operational assistance routines 23 through 29 are included in the main menu 10 in order to enable the user to utilize the data in a manner which is most useful to the user, and also to control the manner in which the data are output from the main menu. The modify module 23 is included to enable the user to modify any of the expense routines 11 through 22 at any time convenient to the user. The tag routine 28 permits the entry of data for a particular date or event, and all entries for all modules are associated with the date or event.

FIG. 2 is a flow chart of the main menu 10 and choice entry. The system is initialized at step 30, and variable values are cleared and array sizes for the menu displays are selected. The array sizes are selected to provide sufficient space for the storage sufficient characters for each category. The selection of the array size is dependent upon the device upon which the data are displayed, such as a CRT monitor or a printing mechanism. The system clock is read and stored at step 31. When the system is initialized the clock readings at the beginning of the use can be compared to those at the end of the use to indicate the length of time that the system was used. This ability is valuable for billing purposes, when a subscriber is paying to use the system. At step 32 the time and date that the entries are being made are automatically recorded by the system to provide the user with a record of when the data entries were made. These times and dates can also be output onto hard copy when such a copy is produced. At step 33 the program title is displayed to the user to verify that the proper software has been selected. This is particularly important when the data are being input to a multiple tasking computer which is used concurrently by many user. At step 34 the system waits a few seconds before pulling the title from the display monitor prior to entering step 35 which displays the main menu on the monitor screen. The main menu is displayed on the monitor screen in a manner very similar to that disclosed in FIG. 1 with each ofthe modular routines identified with a specific alpha-numeric character. At step 36 the user is instructed to enter the choice of modules from the display of the main menu. Thus, a user wishing to utilize the mileage routine will key in the alpha-numeric identifier of the desired routine, which in FIG. 1 is 1. Similarly, a user wishing to use the modify routine will select this routine by keying in M. This is accomplished using step 37 which represents a keyboard input. At step 38 the total of previous data inputs for the selected data module are displayed and new data entries will be added to this grand total. The system then proceeds to the selected routine as indicated by the identifier B which appears at the end of the flow chart of FIG. 2 and at the beginning of the flow charts for each of the other modular routines.

FIG. 3 is a flow chart of the tag routine 28 of FIG. 1. The tag routine is selected by depressing the letter T from the main menu, as indicated at step 39 and shown in module 28 of FIG. 1. Thus, at step 40 the user is prompted to enter the tag routine and does so at step 41 by pressing the tag identifier T on the keyboard. At step 42 the user is prompted to build up the tag by entering as the characters which specifically identify an entry. At step 43 the tag entry is terminated with a null character, which is selected by the software programmer.

The tag module permits the entry of data for a particular date, event or any other selected identifier. All entries for all modules will be associated with the selected identifier. Thus, the tag module permits the tracking of expenses for a date, event or whatever. Any text entered during the tag routine is used for all subsequent entries for all routines until the tag routine is exited. Upon selection of the tag routine the user is prompted to enter the date or event for which he wishes to make entries. The user is then prompted to select another module, such as lodging or mileage, where an entry is to be made. After completing the entry, the user is prompted to select another routine for which the entry is to be made. This continues until the tag entry has been made to all desired routines. The text entry made at the initial tag selection is automatically entered in for the other routines until the tag routine is reentered and the text is modified, and therefore, the text need not be typed in again.

FIGS. 4A and 4B are a flow chart for the mileage module 11 of FIG. 1. The routine begins at step 44 to indicate that the mileage routine has been selected by keying in the identifier 1, as shown in module 11 of FIG. 1. At step 45, upon the intial selection of the mileage routine the answer must be no. Step 48 is next entered and the user selects either "odometer" or "miles" mode. Step 52 is then entered, through steps 49 and 50, and the user then enters the mileage allowance. Steps 53 to 55 are then entered, and at step 55 `0` means the odometer mode was selected. This selection then goes to steps 56 to 59 to return to the main menu in FIG. 2. At step 55, when the mileage mode was selected the main menu is immediately returned to. Upon return to the main menu, the user again selects the mileage routine to enter the mileage routine. Upon reentry to step 45 the mode has been previously selected, and steps 46 and 47 are entered to set the counter for the actual number of mileage entries and also for the present mileage entry, as shown in Table 1. Table 1 also shows the other important variables utilized by the mileage entry module. 

                  TABLE 1
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE MILEAGE ROUTINE
    VARIABLE    TYPE      USAGE
    ______________________________________
    mient       integer   counter for the actual
                          number of mileage entries
    mientry     integer   counter for the present
                          mileage entry
    mmode       character users choice, direct
                          miles entry or odometer
                          reading mode
    michoice    character users answer to correct-
                          ness of entries made
    allowance   real      allowance per mile (cost)
    odem        real      odometer base used for
                          calculating mileage for
                          subsequent entries
    newodem     real      present odometer reading
    miles       real      mileage for a particular
                          entry
    micost      real      cost of individual entries
    reason      character text description of the
                          accumulated mileage;
                          storage for 50 entries
                          each having a maximum of
                          80 characters
    milestot    real      total accumulated mileage
    micostat    real      total cost of accumulated
                          mileage
    J           integer   used to point to the
                          mileage entry variable
                          for display after
                          entries are made
    ______________________________________


Returning to step 45 of FIG. 4A, either the mileage mode or the odometer mode has been selected upon reentry to the mileage routine and steps 46 and 47 are completed to enter step 60 of FIG. 4B. It should be noted that at this point the entries from the modify routine 23 of FIG. 1 can be made, as shown in FIG. 20A at step 331. At step 60 when the odometer mode has been selected, steps 61, 62 and 63 are entered to transform the odometer readings into actual mileage readings. At step 63 if the new odometer reading is not greater than the odometer reading, a mistake has been made and step 64 is entered to recycle the system to step 61 to enter the new odometer reading again. At step 63 when the new odometer reading accepts the previously stored odometer reading, step 65 is entered to set the stored odometer reading as the base which is used for calculating mileage for subsequent entries. When this step is completed the user is prompted at step 69 to enter the reason for the mileage traveled. At step 70 the user actually enters the text for the mileage.

Returning to step 60 when the mileage mode is entered and selected step 67 is entered to input the mileage traveled to the system, as indicated by the keyboard entry at step 68. Step 69 is then entered so that the reason for the trip can be entered to the system. Steps 70 through 78 are then entered to calculate the mileage expense and provide the calculation as a portion of the permanent record. At step 77 the user is instructed to depress a key to continue selecting other modules and at step 78 when such a key has been depressed the main menu is entered as indicated by the identifier A.

FIGS. 5A and 5B are a flow chart for the meals module 12 of FIG. 1. Step 79 is used to select the meal module and steps 80 through 83 provide an entry for the cost of the meal being entered. Again, step 57 is available to enter the meal routine from the modify routine 23 of FIG. 1, and as shown in FIGS. 20A at step 335. Step 83 is available for the user to enter the cost of the meal. Step 85 constitutes a keyboard entry and the user can respond with a carriage return or input any comments relative to the entry. Alternatively the user can identify the meal as breakfast, lunch or dinner by inputting the character 1, 2 or 3 as indicated at steps 86, 87 and 88 respectively. Steps 89, 90 and 91 are used to merge the inputs with the entries for 86, 87 and 88 respectively. At steps 92 the tag previously input by the user in the tag routine will be merged. Step 93 is then entered to total the expenses for all the meals entered. Steps 94 through 101 of FIG. 5b are then entered as indicated by the identifier D to permanently store the meal entry and to enable the user to return to the main menu 10 of FIG. 1 as indicated by the identifier A at the bottom of the flow chart. Important variables utilized in the meal routine are defined in Table 2. 

                  TABLE 2
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE MEALS ROUTINE
    VARIABLE   TYPE       USAGE
    ______________________________________
    meent      integer    counter for the actual
                          number of meal entries
    meentry    integer    counter for the present
                          meal entry
    amount     real       cost of the meal
    mealtot    real       total cost for meals
    Specifier  character  text for the meal entry
                          or system generated
                          description; storage for
                          50 entries each having a
                          maximum of 80 characters
    K          integer    used to point to meal entry
                          variables for display after
                          entries are made
    ______________________________________


FIG. 6 is a flow chart for the lodging module 13 at FIG. 1. The routine is entered at step 102 by pressing the number 3 identifier of the main menu 10. Important variables for the lodging entry are shown in Table 3. 

                  TABLE 3
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE LODGING ROUTINE
    VARIABLE    TYPE      USAGE
    ______________________________________
    loent       integer   counter for the actual
                          number of lodging routines
    loentry     integer   counter for the present
                          lodging entry
    lodging     real      cost of each lodging entry;
                          space reserved for 50 entries
    lodgtot     real      total cost for lodging
    city        character text for the city and/or
                          hotel name/names; storage
                          for 50 entries each
                          having a maximum of 80
                          characters
    L           integer   used to point to lodging
                          variables for display
                          after entries are made
    ______________________________________


Step 103 is the loent entry and is the counter for the actual number of lodging entries. Step 104 is the loentry and enters the counter for the present lodging entry. At step 105 the user is prompted to enter the cost of lodging. Step 105 also serves as the entry point for the modify routine 57, as shown in FIG. 20A step 340. At step 106 the lodging cost is entered by the user and the entry is stored in the array called "Lodging". The position in the array is determined by the value of the "loentry" and thus causes the lodging to enter into memory location "Lodging {loentry}". At step 108 the users response to the prompting for an entry is stored in memory location "City {loentry}". At step 109 the tag merges with the text string "City {loentry}" to store the revised text in "City {loentry}". At step 110 the total for all lodging entries is set equal to zero. The purpose of this is to ensure that a correct total is input should the user enter the lodging function from the modify function. Each time the lodging function is called and exited the total is updated. Also, at step 112 a log of all the lodging entries is displayed along with the associated text including the tags and the total lodging cost as calculated in step 113. Steps 117 through 118 prompt the user to exit the lodging routine by pressing any key to return to the main menu, as indicated by the identifier A at the bottom of the flow chart.

FIG. 7 is a flow 1 of the telephone module 14 of FIG. 1. This module is selected by pressing the number 4 key. This flow chart is identical to the lodging routine flow chart of FIG. 6 and therefore need not be described in detail. However, the important variables utilized in the telephone routine 14 as shown in Table 4. VARIABLES 

                  TABLE 4
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE TELEPHONE ENTRY ROUTINE
    VARIABLE   TYPE      USAGE
    ______________________________________
    phent      integer   counter for the actual
                         number of phone entries
    phentry    integer   counter for the present
                         lodging entry
    phone      real      cost of each lodging entry;
                         space reserved for 50 entries
    phonetot   real      total cost for calls
    party      character text for the name of the
                         company, firm, person, etc.
                         Storage space for 50 entries
                         each having a maximum of 80
                         characters
    m          integer   used to point to phone entry
                         variables for display after
                         entries are made.
    ______________________________________


FIG. 8 is a flow chart of the fuel module 15 of FIG. 1. The module is selected by pressing the number 5 key. This flow chart also is identical to the lodging routine flow chart of FIG. 6 and the important variables utilized by the routine are shown in Table 5. 

                  TABLE 5
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE FUEL ROUTINE
    VARIABLE   TYPE      USAGE
    ______________________________________
    fuent      integer   counter for the actual
                         number of fuel entries
    fuentry    integer   counter for the present lodging
                         entry
    fuel       real      cost of each fuel entry; space
                         is reserved for 50 entries
    fueltot    real      total cost of fuel
    usage      character text for the reason for the
                         fuel usage or item cost; space
                         is reserved for 50 entries each
                         having a maximum of 80
                         characters
    n          integer   used to point to the fuel entry
                         variables for display after fuel
                         entries are made
    ______________________________________


FIG. 9 is a flow chart of the parking module 16 of FIG. 1. The module is selected by pressing the number 6 key on the keyboard. This flow chart also is identical to the lodging flowchart of FIG. 6 and the important variables are defined in Table 6. 

                  TABLE 6
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE PARKING TOLL ROUTINE
    VARIABLE  TYPE      USAGE
    ______________________________________
    pkent     integer   counter for the actual number of
                        parking tolls entered
    pkentry   integer   counter for the present parking
                        toll entry
    parking   real      cost of each parking entry;
                        space reserved for 50 entries
    parktot   real      total cost of parking tolls
    place     character text for the name of the place
                        where the parking toll was
                        paid
    0         integer   used to point to the parking
                        variables for display after
                        entries are made
    ______________________________________


FIG. 10 is a flow chart of the toll module 17 of FIG. 1. This module is selected by pressing the number 7 key. This flow chart also is identical to the lodging routine flow chart of FIG. 6 and the important variables utilized in the toll entry routine are defined in Table 7. 

                  TABLE 7
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE TOLLS ROUTINE
    VARIABLE   TYPE      USAGE
    ______________________________________
    toent      integer   counter for the actual number
                         of tolls entered
    torntry    integer   counter for the present
                         toll entry
    tolls      real      cost of each toll entry
    tollstot   real      total cost of tolls
    where      character text for the name of the place
                         where the toll was paid or who
                         was paid; storage for 50 entries
                         each having a maximum of 80
                         characters
    p          integer   used to point to the toll entry
                         variable for display after toll
                         entries are made
    ______________________________________


FIG. 11 is a flow chart of the miscellaneous module 18 of FIG. 1. This flow chart also is identical to the lodging routine flow chart of FIG. 6 and the important variables utilized in the miscellaneous routine are defined in Table 8. 

                  TABLE 8
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE MISCELLANEOUS ROUTINE
    VARIABLE  TYPE      USAGE
    ______________________________________
    misent    integer   counter for the actual number of
                        miscellaneous entries
    misentry  integer   counter for the present
                        miscellaneous entry
    misc      real      cost of each miscellaneous entry
    mistot    real      total cost of miscellaneous items
    item      character description of the individual
                        miscellaneous item; storage for 50
                        entries each having a maximum of
                        80 characters
    Q         integer   used to point to the miscellaneous
                        entry variable for display after
                        miscellaneous entries are made
    ______________________________________


FIG. 12 is a flow chart of the gratuity module 19 of FIG. 1. This flow chart also is identical to the lodging routine flow chart of FIG. 6 and the important variables utilized are defined in Table 9. 

                  TABLE 9
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE GRATUITY ROUTINE
    VARIABLE  TYPE     USAGE
    ______________________________________
    grent     integer  counter for the actual number of
                       gratuity entries
    grenty    integer  counter for the present gratuity
                       entry
    gratuity  real     amount of gratuity paid
    gratutot  real     total amount of gratuity paid
    who       character
                       text description of who was paid or
                       where the gratuity was paid;
                       storage for 50 entries each having
                       a maximum of 80 characters
    R         integer  used to point to the gratuity entry
                       variable for display after gratuity
                       entries are made
    ______________________________________


FIG. 13 is a flow chart of the transportation module 20 of FIG. 1. This flow chart also is identical to the lodging routine flow chart 13 of FIG. 6 and important variables are defined in Table 10. 

                  TABLE 10
    ______________________________________
    IMPORTANT VARIABLES UTILIZED BY THE
    TRANSPORTATION ROUTINE
    VARIABLE   TYPE      USAGE
    ______________________________________
    trent      integer   counter for the actual number
                         of transportation entries
    trentry    integer   counter for the present
                         transportation entry
    trans      real      cost of the individual
                         transportation entry
    transtot   real      total transportation cost
    transcom   character text description of the
                         transportation cost, air-line
                         ticket number, rental car
                         agreement number, etc.;
                         storage for 50 entries each
                         having a maximum of 80
                         characters
    T          integer   used to point to the
                         transportation variable for
                         display after the transportation
                         entries are made
    ______________________________________


FIGS. 14A and 14B are a flow chart of the business conference module 21 of FIG. 1. Important variables utilized in the business conference routine 21 are defined in Table 11. 

                  TABLE 11
    ______________________________________
    IMPORTANT VARIABLES UTLIZED BY THE
    BUSINESS CONFERENCE ROUTINE
    VARIABLE  TYPE      USAGE
    ______________________________________
    bcent     integer   counter for the actual number of
                        business conferences
    bcentry   integer   counter for the present business
                        conferency entry
    busconf   real      cost of the business conference
    bctot     real      total for business conferences
    desc      character text description of the
                        conference; storage for 50
                        entries each having a maximum
                        of 80 characters
    bcplace   character text description of the
                        conference meeting place;
                        storage for 50 entries each
                        having a maximum of 80
                        characters
    bcnames   character names of the conference
                        attendees; storage for 50
                        entries each having a maximum
                        of 80 characters
    bcpurpose character text description of the
                        conference purpose; storage 50
                        entries each having a maximum
                        of 80 characters
    U         integer   used to point to the business
                        conference entry variables for
                        display after entries are made
    ______________________________________


There are a plurality of unique features of the business conference routine 21. Step 245 permits the entry of a description of the business conference. Fifty different entries can be made and each of the entries can have a maximum of eighty characters, thereby providing substantial space for a full description of the conference. Step 252 permits the input of a text description of the meeting place. Step 245 permits all entries utilized to be identified with the names of the persons attending the conference. Step 256, FIG. 14B, permits the entry of a text description describing the purpose of the conference.

FIG. 15 is a flow chart for the entertainment module 22 of FIG. 1. This flow chart also is identical to the lodging routine flow chart of FIG. 6. Important variables utilized in the entertainment routine are defined in Table 12. 

                  TABLE 12
    ______________________________________
    IMPORTANT VARIABLES UTILIZED
    BY THE ENTERTAINMENT ROUTINE
    VARIABLE  TYPE      USAGE
    ______________________________________
    entent    integer   counter for the actualnumber of
                        entertainment entries
    ententry  integer   counter for the present entertain
                        ment entry
    entertain real      cost of entertainment entry
    entertot  real      total for entertainment
    location  character text, location of the entertain
                        ment; storage for 50 entries each
                        having a maximum of 80 characters
    persons   character text, names of the people enter
                        tained; storage for 50 entries
                        each having 80 characters
    S         integer   used to point to the entertainment
                        variable for display after entries
                        are made
    ______________________________________


FIG. 16 is a flow chart of the help module 29 of FIG. 1. The module is selected by pressing the letter identifier H key. The help routine is a standard type routine which instructs the user how to use various routines; such as how to make a hard copy, or how to enter the storage routine, or how to use the tag routine, etc.

FIG. 17 is a flow chart of the name module 25 of FIG. 1. This module allows the user to enter a specialized title which will appear on printed reports, screen displays and disc sotrage reports. The title reports the date that the expense report was created. Through the selection of the name function the user can enter additional text which the system will use along with the title when reports are generated by the system. The name routine 25 is a broader aspect of the tag routine 28. For example, the name routine can be used to select a range of dates or events. At step 297 , the user is asked if additional text is to be entered. At step 298 CH is a variable representing the users response to the current question of step 297. At step 299 when no addition is to be made the main menu is returned to. When additional text is to be entered, the entry is made at step 301.

FIG. 18 is a flow chart for the save operational assistance module 27 of FIG. 1. This routine enables the storage of the data entries on a disc.

FIG. 19 is a flow chart for the print module 24 of the operational assistance routines of FIG. 1. After entering this routine, the operator is prompted at step 309 to select whether the data input should be displayed upon the monitor screen or output to a printer to provide a hard copy. In either event, steps 311 to 316 and 317 to 323 show the programming for the printer and screen display respectively.

FIGS. 20A through 20F are the flow chart of the modify module 23 of FIG. 1. The user selects the modify routine 23 by pressing the letter M key. The user is then prompted to select the modular expense routine to be modified by pressing the appropriate alpha-numeric identifier for that routine as shown in FIG. 1. For example, when the mileage routine is to be modified, step 326 of FIG. 20A is entered when the operator presses the keyboard button 1 which is the identifier for the mileage routine 11. The modify entry will then be made at step 57 of FIG. 4A and the user then makes the modifications in the same manner that entries are made upon the initial selection of the mileage routine 11. Step 327 of FIGURE 20A is entered when the modification is to be made to the meals expense routine 12 of FIG. 1. Steps 336, 341, 346, 351, 356, 361, 366, 371, 376 and 381 also permit the selection of the other expense routines 13 through 22 from the main menu of FIG. 10 by pressing the specific alpha-numeric identifier key which results in the selection of the desired routine.

After the selection of the routine to be modified the subsequent steps are shown in the flow chart of FIGS. 20A to 20F. Accordingly, when the mileage routine 11 of FIG. 1 is to be modified, steps 328 to 330 are used to effect the modification. Similarly, when the meals routine 12 is to be modified, steps 332 to 335 are used to effect the modifications. Thus the modification routine 23 is, in effect, a modular routine consisting of twelve identical subroutines.

FIG. 21 is a flow chart of the quit module 26 of FIG. 1. This routine, as shown in the flow chart, permits the user to either go from one of the modular routines 11 through 29 to another routine or to exit the system when the user has completed making entries.

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System and method for protecting against redundant mailings General-purpose management system