The general work flow of this program is to Create or Open a File, then on Setup, Create or Select a Purchaser and Create or Select a Well. On Runs, select a Month then a Purchaser and enter the check totals Gross and Net for that Purchaser. Select the Wells for which there is data and enter the oil and gas runs. Use Check Entry to verify that the check totals match the run totals. When all of the data for each Purchaser and its respective Wells has been entered, use Reports to view the totals.
II. Running the Program
There are several methods to start the program.
1) Double click on the ‘Desk Top’ icon.
2) Go to Start, Programs, and find the RunCheck listing.
Note: If you would like to follow through the following dialog while viewing a sample data base see Appendix I below.
III. Database Files - Create, Open & Preferences
The program will open to the main window. The four main icons at the top of the screen are from left to right:
RUNS   entering or editing monthly run data, checking data entry SETUP   set up Purchaser, Well & State names - show an Overview REPORTS   generate, print & export reports EXIT   to exit the program
Many of the menus for each window are available by right clicking over that form and selecting a menu item.
To create a new database file select FILE, CREATE NEW. An input window will open asking you to enter the new database name. I suggest using a single word followed by a year designation such as: Smith04 or Smith2004. After entering the name select ‘OK’ and the database will be created. The ‘Open Run Check Database’ window will open so that you may select the file you have just created. Select the file by double clicking on the file or selecting the file and then clicking on OPEN. At the top of the screen in the Menu bar you will see the name of the Current Database file in use.
As you create additional databases, use FILE, OPEN to open the desired database. You may also double click on a file name to open it. Remember the name of the file that is currently open will always be displayed at the top of the screen in the Menu bar.
See Appendix VI to Convert older RunCheck files to the newer version.
Run Check will remember the last database that was in use and open to that database when you start a new session. To enable or disable this option use: FILE, PREFERENCES to open a view of the current preferences. A check in the check box in the upper left portion of the view will cause the last file used to be remembered. Please note the other options available in this view in the upper right hand corner. The two features ‘Apply Forecasting’ and ‘Use CDEX Import’ may be turned on or off. A check in the box indicates that the feature will be used.
IV. Setup - Purchaser, Well, State Names and Overview
To setup new purchaser or well names, on the main screen click on the second icon from the left ‘Set Up’ or right click and select SETUP. The SetUp Window will open and if Purchasers and Wells are present it will navigate to the Wells view.
To Create or Edit Purchaser names click on PURCHASERS. The drop down list labeled ‘CDEX Senders’ lists those companies currently participating in the data exchange. Selecting one of these will also provide the associated Co. Code that is needed for the exchange. Non-CDEX user may either select from this list or simply enter a name in the text box marked ‘Purchaser’ and click on CREATE. I suggest using short names to keep things simple. Some purchasers will distinguish between oil and gas so you could use: ‘DynoOil’ and ‘DynoGas’ to differentiate the two. Please note that if you DELETE a Purchaser name you will delete all associated records to that purchaser which will usually include all associated wells and their monthly run data. To edit a Purchaser name, click on the left border of the data grid next to the desired Purchaser. The Purchaser name will appear in the Purchaser text box and may be edited as desired. Click on SAVE EDIT to update the Purchaser name throughout the database. Duplicate Purchaser names are not allowed. Note that in the upper left hand corner there is a check box marked ‘Use CDEX’. You may turn this feature on and off as needed so you may use both participating CDEX Purchasers (Senders) and non-participating CDEX Purchasers.
Well names are created in a similar fashion. Click on WELLS and first use the drop down menu to select a Purchaser, next enter a Well name, enter or select a State name and then use the radio or bullet buttons to select the ‘Interest Type’ for that well. When finished click on CREATE. Repeat this process to set up the wells for each purchaser.
If you do not find the state you want, click on STATES to create a new State and State ID. The state will then be available for your selection.
Again note the ‘Use CDEX’ checked in the upper left corner. If this box is checked then the Lease code must be 14 characters in length and you will be prompted to correct it if it is not. If the box is not checked the Lease code may be of any length. CDEX users should note that if a Well is not properly set up it will mostly like prevent the importing of data for that Lease (Well).
To edit a Well name, click on the left border of the data grid next to the desired Well. The Well name, State and Interest Type may be edited as desired. Click on SAVE EDIT to update the Well information throughout the database. As above, the ‘Use CDEX’ check box will control the proper entry of a Lease code.
You may use the scroll bar at the bottom of the data grid to move right and view additional information on each well. Note that a Well Id is a combination of the Well name and the Purchaser name. Therefore, you may have duplicate Well names in the database but not within each Purchaser group. Example: You may not use ‘Well #1’ twice for ‘Purchaser A’ but you may have ‘Well #1’ for ‘Purchaser A’ and ‘Well #1’ for ‘Purchaser B’.
See Appendix III for setting the ‘Print Id’ using ‘Same As’.
Overview provides a grid like view of the Purchaser and Well names plus related headings. The records are initially grouped by Purchaser. To change the grouping click on UNGROUP and then follow the directions for creating a new group. Note that more than one Heading may be placed into the grouping area at the same time. For example try StateId and then Type.
V. Entering & Checking Monthly Run Data - Importing CDEX Data
See Also Well Runs
To enter monthly run data from a purchaser check stub, at the main window click on the first icon from the left for ‘Runs’. When first entering the Runs window you must always start by selecting a month. At times you may want to use this window with out needing a specific month, if so just pick any month and move on. To select a purchaser click on the + sign to the left of a purchaser name in the tree view to expand the purchaser list. To select a well simply click on the desired well name. The Purchaser and Well info will be displayed in the Selections grouping.
CDEX users will want to import their data at this point. Make sure the SETUP window from above is closed and from the drop down menu select ‘Import, CDEX’ or use ‘Ctrl C’ to open the ‘Import CDEX Files’ window. When first entering this window note that the Month is set to AUTO by default. If you are using files from PDS and they are in a format similar to 'PDS-012505...' then the AUTO feature will place the data in the Month of '01' which is January. Selecting a Month from the dropdown list will override the AUTO feature and place the data in the month you have chosen. Click on the SELECT CDEX FILE button. Navigate to the folder where you have downloaded the CDEX files and select one or more files and click OPEN. In the middle of the window you should see the text ‘Ready to Import’. Click on IMPORT CDEX. If the import was successful, in the middle of the window you should see the text ‘Import Complete’. If some of the import was successful and some of it not you will see ‘Import Complete with Failures’. The window will expand and provide you with a list of Sender Codes and Lease codes for those properties that did not import. You may print this list. If you see ‘Import Failed’ then the file you selected to import was most likely not a CDEX file or was corrupted. Follow through the section below to view, edit, forecast and verify the data.
Note: See Appendix II for sorting and searching a grid.
Purchaser Monthly Totals
The first step will be to enter the Purchaser monthly gross and net amounts for the selected month found on the check stub. The gross and net amounts will be entered in the lower portion of the Selections Group located below the month. Click SAVE in the Selections Group when finished. You can change these numbers at any time and then click on SAVE. Clicking on CANCEL will restore the values to the last saved amounts. These numbers should already be present for CDEX users.
Note: Some check stubs do not include a gross amount. See ‘Checking for Data Entry Errors’ below.
See Purchaser Monthly Totals
From the check stub get the first well name, select the Well and click on the ‘Well Runs’ tab.
If no data has yet been entered for this well and month, the text boxes should be ready to receive data. Enter data in each text box as needed except for the Net Oil or Net Gas. You can move to the next text box using either the Tab or the Enter key. When finished click on SAVE. The program will calculate the net oil and gas totals, which should match those on your check stub. Remember, databases do not like empty fields so when you want to delete a number place a zero in that text box.
Once data has been entered and saved, the text boxes will show the values entered but be dimmed out. These numbers should already be present for CDEX users. To edit any of your data entries click on EDIT make the changes and click on SAVE. For the Calculator see Appendix V.
Clicking on CANCEL will restore the values to the last saved amounts.
Net of LOE
It has become more common for purchasers or operators to net out the Lease Operating Expense (LOE) on some wells, usually at the participant’s request. This will generally apply only to Working Interests since Royalty and Overriding Royalty interests are usually not subject to Lease Operating Expenses. To utilize the ‘Net of LOE’ feature, place a check in the check box labeled ‘Net of LOE’ next to the word ‘Apply’. Enter data into the frame at the bottom center of the window labeled ‘Net of LOE’ in the text box labeled ‘LOE’ at the same time you are entering data for the oil and gas runs for the selected well. Then click on SAVE to save all of the data.
Note: CDEX does not exchange Net of LOE data.
Tight Gas Credits
If the current well is entitled to a ‘Tight Gas Credit’ go to the ‘Tight Gas’ tab. Place a check in the check box labeled ‘Tight Gas Credit’ next to the word ‘Apply’, enter values and then click on SAVE. The next time you are on the ‘Well Runs’ tab with this well selected, you will see that the ‘Tight Gas Credit’ text box has the word ‘Yes’ in it indicating that this well receives a credit and that data should be entered each month.
Clicking on CANCEL will restore the values to the last saved amounts.
Note: If you set the ‘Owner Value’ to zero or one then the amount entered in ‘Volume CFG’ should be net to the owner. If you enter a decimal value in ‘Owner Value’ then the amount entered in ‘Volume CFG’ should be for 100% of the well. Both are usually available on the check stub.
Note: CDEX does not exchange Tight Gas data.
Checking for Data Entry Errors
When you have finished entering data for each well on your check stub, click on the ‘Check Entry’ tab. This tab will display calculations based upon your data entry. The ‘Data Entry Check’ frames will be shown in yellow and set at zero if you have not made any errors in entering the data. If there is an error, the frame and the amount of the error will be shown in red. Errors lie in either the Gross and Net amount entered for the Purchaser for the total month or in individual well run entries.
Note: At this point if your check stub did not give an individual total for your gross run, you can use the number shown in the frame to the left titled ‘Well Runs *’ and go back to the ‘Selections’ tab and enter this number in the top frame under Gross. This remedies the initial lack of data supplied by the purchaser but remember to watch the Net numbers to determine if there are any new data entry errors.
Note: See Appendix V for trouble shooting CDEX exchanged data
The RunCheck program offers you the capability to perform simple forecast procedures on your properties. Select a well for which you have already entered data. Now click on the FORECAST button found in the ‘Selections’ group. You are now in the Forecast window, which will list the Purchaser and Well you selected at the top. If at any time you want to view the ‘Year To Date’ data that you have entered, click on the YEAR TO DATE button at the top.
To Forecast you will select one of three different methods available: OPEN/LAST YEAR, LAST MONTH (%) or AVERAGE MONTH. Average Month is based on the average for the months which have entries for the year to date. Last Month (%) uses data from the last month entered in year to date and then declines or increases that amount based upon the decimal factor entered in ‘Set Decline Rate as Decimal’. You may change the decimal and save it by clicking on SET. Setting the decimal to zero (0) or one (1) will indicate no rate of change. Open/Last Year works similar to a spreadsheet in that it will accept any data that you enter. Any changes to the grid will cause the RE-CALC button to appear. Click on this button then SAVE to save your changes. Unlike a spreadsheet the grid will not allow math operations within a cell. Remember to enter numbers for all columns except that ‘Oil Net’, ‘Gas Net’ and ‘Net LOE’ will be recalculated for you.
Clicking on CANCEL will restore the values to the last saved amounts.
Forecasting can be an art in its self but as you get accustomed to using each method you will find that even these simply methods give useful results. I especially like the ‘Open / Last Year’ for wells that do not receive income each month. After you have kept track of your income for a few months, a pattern will usually develop and you can enter forecast numbers for future months based on that pattern.
Hint: I will often use ‘Last Month (%)’ or ‘Average Month’ to establish my Forecast and then click on ‘Open/Last Year’ before saving. When I enter the next months income only that months values will be changed in the Forecast and the remainder of the Forecast values will stay the same.
Note: Whichever method you last selected (see which radio button is marked) is the method that the program will use for that well and this is the data that will be saved.
From the main window select ‘Reports’. There is a group of five text boxes at the bottom of the window. The Current File name is shown in the top box and you can enter whatever data you would like in the next four boxes. I have given some suggestions to the left of each box, but each box will be a separate line on the Report and you can enter what you like.
Go to the ‘Type’ frame and use the radio buttons to select the type of income for which you want to create a report, a ‘State’ and finally a ‘Time Period’ either ‘Yr. To Date’ or ‘Forecast Yr.’.
There are two available formats: ‘Table Format’ or ‘List Format’.
Along with the ‘Table Format’ there is the option to ‘Export’ the data to an Excel spreadsheet. If the ‘Export’ check box is checked you will be prompted for a file name to save the data and then the Table will be available for viewing and printing and the data will be exported.
For the ‘List Format’ you may select an individual month or the total year. Then use the radio buttons to select ‘Wells, Purchasers, States or Purch. 1099’.
Finally, click on TABLE FORMAT or LIST FORMAT to view the report. From the report view, use the Report Toolbar to Print or perform other functions.
Note: Exporting from the Toolbar will give a different type of Excel look than using the export method described above under ‘Table Format’.
Note: When using the PRINT AS feature and generating a List Report for Wells, it is best to verify the List Totals to the corresponding Table Totals. If they do not match see Appendix III for ‘Print Id Issues’.
An annual summary may be made for an individual well. Place a check in the By Well check box, expand a Purchaser name and select a Well. Select from either Yr. To Date or Forecast, choose to Export or not and click on the Table Format button.
Note: Selections by Type and State do not apply for the By Well feature.
VIII. Back Up
To make a Back Up of your database file use FILE, BACKUP from either the dropdown or right click menu. To use the right click menu the cursor must be over the main program window.
The best location for back up files would be on a separate physical drive from where the program is stored but this is not always available. A default path is provided.
IX. Files & Next Year
When you have reached the end of the year and you are ready to start working on the next year, return to the main window and select FILE, NEXT YEAR. This will set up a new database file using the basic Purchaser, Well and Forecast information you have entered in the database file that is currently open. It will not change anything in the file that is currently open but create a new file with the following changes.
a) All ‘Year To Date’ run entries will be set to zero.
b) All ‘Forecasted’ entries will remain the same except that under ‘Forecast Options’ the ‘Open / Last Year’ method will be selected.
Start by selecting the file that you wish to rename. Then click on FILE, NEXT YEAR, an input box will ask you to enter the new file name. I would use the same basic name as before and just change the year. Then click ‘OK’.
This file is now available for use by use.
X. Contacting PEAPPS
If all else fails, send an e-mail to: firstname.lastname@example.org. You can describe the problem you are having or leave a number and time where I can contact you if you like. I will reply as soon as I can. A preview of this program is available at: www.peapps.com
7240 S Gary Ave
Tulsa, OK 74136
PEAPPS grants you a non-exclusive right to use the object version of the Program solely for your own use subject to this Agreement. You agree not to modify, reverse engineer, reverse assemble, decompile, or disassemble the Program in whole or part. Furthermore you agree to comply with all U.S. laws and regulations relating to export of the Program. The Program is proprietary and confidential to PEAPPS and shall not be used by any third party (with or without compensation) without the prior written consent of PE Inc. You agree not to remarket the program or divulge its contents to any third party, other than your subsidiaries or affiliates. This program is based upon PEAPPS' industry knowledge; however, the accuracy or correctness of information within cannot and will not be guaranteed. PEAPPS does not warrant the accuracy of any data received by the user from a CDEX data exchange. The user agrees that he shall rely upon the information provided herein at his own risk. Further, that neither PEAPPS nor its employees shall be liable or responsible for any loss, cost, damages or expenses whatsoever incurred or sustained by the user resulting from any interpretations made herein.
Appendix I – Installation
There are two primary prerequisite applications that are required to run this program, the Microsoft .Net Framework 4.0 and the SAP Crystal Reports runtime engine for .Net Framework 4. Most computers will already have a version of the Microsoft .Net Framework, but updates may be needed. You can see which version is currently on your computer by going to; START, CONTROL PANEL, ADD or REMOVE PROGRAMS. When the list populates, scroll down to Microsoft .Net Framework. There will probably be several you are looking for the one with a 4.0 at the end. Next, keep scrolling down and check for the SAP Crystal Reports version listed above. If you do not have these programs then you will most likely want to install them individually. Go to the following link and follow the instructions to install these programs.
Appendix II – Sort & Search
Several of the data grids used in this program have sorting and searching capabilities. For example on the ‘Runs’ & ‘Selections’ window there are two grids one for Purchasers and one for Wells. By clicking on the top of the grid over any column heading, the grid will be sorted alphabetically based upon the data in that column. The cursor will then be placed for you in the text box just above the grid. You can start to type the name you are searching for and the grid arrow in the left border will be repositioned as you get closer to your objective. At any point by clicking on the left border you can select the corresponding name. This is very useful when you have a long list of either purchaser or well names.
Appendix III – Well Names – Print Id
The ‘Main Well’ will be the name used on generated reports, and it can be a name from any Purchaser. The ‘Sub Well’ will be a name or names that will be set the ‘Same As’ the ‘Main Well’ name. To set the relationship use; SETUP, WELLS, select a well from the table, this will be a ‘Sub Well’, and then click the SET button in the upper right. A new window will open and then select a well from the table, this will be the ‘Main Well’. Next click on the SET button and a message box will appear to confirm the relationship. You can set as many ‘Sub Wells’ as desired to a ‘Main Well’.
To remove a relationship, use SETUP, WELLS, select a well from the table, and then click the RESET button. A message box will appear to confirm the process.
Print Id Issues - When using this feature it is best to verify that a List Report is generating the correct totals. On the REPORTS window create a Table Report for All Types, All States and Year to Date and click on TABLE FORMAT. Make note of the totals or print the report. Click on REPORT OPTIONS to return to that tab and using the same settings click on LIST FORMAT with WELLS selected. If the totals on this report do not match the Table Report run the following utility.
Exit the REPORT window and from the main program window select HELP, DEBUG PRINTID. Click on RUNS. This will give you a list of wells whose Print Ids are not properly set in the Runs and Forecast Tables. Click on REPAIR ALL to set the Print Ids on these two tables. Go back to REPORTS and recheck the totals.
Appendix IV – Calculator
The Calculator is available on the Runs Form only. To use the Calculator click on the Calculator Icon below the 'Options' menu on the left side of the window. First make sure that the text boxes are ready to receive data by clicking on the ‘Edit’ button if needed. Then Click on the Textbox where the answer will be placed and perform the calculation. When you click on the ‘Equal (=)’ sign the answer will be placed in the program's memory and the Windows Clipboard.
To place the answer:
1) With the cursor over the Runs Form, Right Click and select 'Paste Ans.' This method uses the program's memory and the answer will be formatted. You may click on any additional Textboxes and repeat the paste.
2) Double Click on the desired Textbox to select any text already there, Right Click and select 'Paste'. This method uses the Windows Clipboard and the answer will not be formatted but the program will handle this for you when you 'Save'.
The last answer generated will stay in both memories until it is either replaced or until the Calculator is closed.
Appendix V – Checking CDEX Data
If you are having trouble matching the CDEX imported data with the actual check stub the following may help. When the ‘Import CDEX Files’ window first opens, in the upper right hand corner use the Maximize/Minimize button between the Underscore and the X to maximize the window. It is best to select just one file at a time and run the Import.
To the top right hand side of the window the main numbers to first check are ‘Net Check Amount’ and ‘Monthly Net’. These should match if the imported data is correct.
To the left hand the upper most textbox (A) shows the files that did not import at all. The textbox (B) just below it shows the individual lines from the CDEX file. The next textbox (C) below list the complete path to each file imported, just one line if you ran just one file. At the bottom the data grid (D) shows the data that has been extracted from each line of the CDEX file shown in B above. If you sum up the ‘Owner Net’ column the total will math the ‘Monthly Net’ amount. The ‘Net Check Amount’ comes from the CDEX data in textbox B from a line that starts with a 2.
Appendix VI – Converting Files Access.mdb to SqlCE.sdf
To convert an older RunCheck Access.mdb file to the newer RunCheck SqlCE.sdf file, first create a new SqlCE database. It may have the same name as the Access file your are wanting to convert but it will have the new .sdf extension. Use FILE, CREATE, name the file and SAVE it. Next click FILE, CONVERT. In the window that opens, Click the BROWSE button next to SOURCE .MDB FILE and select the source Access database. Click on the BROWSE button next to TARGET .SDF FILE and select the new database you just created. Click on CONVERT and the conversion will run.