!Account2 ~~~~~~~~~ !Account2 version 1.24, 15 January 2003 ------------------------------------------------------------ !Account2 is a simple Accounting Package. Licence & contacts Overview Requirements Version history Bugs & plans Help with !Account2 ------------------------------------------------------------ !Account2 is a Freeware product by K.S. Edwards ============================================================================ !Account2 License ~~~~~~~~~~~~~~~~~ !Account2 -------------------------------------------------------------------------- *License* !Account2 is FreeWare. It can be used and copied at will, providing that the program is not altered, and is distributed only in an official release version, including all files issued upon original release. This program is supplied as is. No warranty, express or implied, of the merchantability of this program or its fitness for any particular purpose is given. In no circumstances shall the author, or any provider or distributor of this program, be liable for any damage, loss of profits, or any indirect or consequential loss arising out of the use of this program. *Credits* Thanks to the following 3rd party authors: Andrew Ayre and Ray Favre for making programming a joy(!) with Dr Wimp Martin Avison for the extremely useful sorting program FAQArmSort used in versions from 1.09 onwards. Chris Wraight for redesigning the Sprites and Templates from Version 1.21 Guttorm Vikfor the invaluable StrongHelp. Page 1 John C. McCulloch for the production of this StrongHelp file. ========================================================================== !Account2 Overview ~~~~~~~~~~~~~~~~~~ What is !Account2? It is a basic home accounts program which allows you to keep a record of credits and debits to a single account. Although each account is individual (eg. current account, credit card, building society etc.).From v1.10 these accounts can now be linked, so an entry made in one account can be transferred to another without needing to have the second loaded. Also, from v1.13 the sub-accounts facility has been greatly extended so that links between different virtual accounts are more flexible. Direct debits, standing orders and other transfers can be automatically entered each month. Transactions which have been checked against your bank statement can be marked to keep a "statement balance". Account records can be sorted quickly by date, details, category, credit or debit amounts. ========================================================================== Account2 Requirements ~~~~~~~~~~~~~~~~~~~~~ !Account2 -------------------------------------------------------------------------- *Requirements* OS 3.5 or greater. ========================================================================== !Account2 Version History ~~~~~~~~~~~~~~~~~~~~~~~~~ !Account2 Version History (see also bugs and plans) -------------------------------------------------------------------- v100 06/01/01 First release since conversion from non-WIMP original. v101 29/01/01 v102 30/01/01 v103 09/02/01 v104 21/02/01 v105 13/03/01 v106 05/04/01 v107 22/04/01 v108 27/04/01 Page 2 v109 04/06/01 v110 15/06/01 v111 17/06/01 v112 23/06/01 v113 28/06/01 v114 06/08/01 v115 28/08/01 v116 05/09/01 v117 20/11/01 v118 16/04/02 v119 08/05/02 v120 20/06/02 v121 15/07/02 v122 16/09/02 v123 28/11/02 v124 15/01/03 ========================================================================== Account2 100 ~~~~~~~~~~~~ v1.00 06/01/01 First release since conversion from non-WIMP original. ======================================================================== Account2 v101a ~~~~~~~~~~~~~~ v101a 29/01/01 Improved Sprites and general look of main window. ======================================================================== Account2 v102 ~~~~~~~~~~~~~ v1.02 30/01/01 Added CSV and TSV export. v1.02a 31/01/01 Improved options for export. ======================================================================== Account2 v103a ~~~~~~~~~~~~~~ v1.03a 09/02/01 Added integrated printing and improved the look of the main window, including a new set of toolbar icons at the top of the main window. Cured oversight of making main balance icons writable. v1.03b 13/02/01 Introduced a new date entry method, so that the date can be entered Page 3 very quickly when the year is the current year. Improved the interactive help. v1.03c 19/02/01 Introduced an information window for direct debit transactions. Cured problem of "End month" entries not working. ======================================================================== Account2 v104a ~~~~~~~~~~~~~~ v1.04a 21/02/01 Completely re-wrote the coding for display of decimal places (pennies) to get rid of the bug which occasionally caused erroneous figures to be displayed. (All previously saved files will be fine) Made "balances in the red" show in red (boo-hoo!) v1.04b 22/02/01 Improved printing facility, adding an option to print only part of the account. Added a row counter to the main window to help navigate the account and for help in printing part of the account. ======================================================================== Account2 v105a ~~~~~~~~~~~~~~ v1.05a 13/03/01 Entries made in direct debit transaction window are now sorted by date automatically once SAVE is clicked (This works even if you don't make any alterations to the transactions, so accounts which have already been started can be sorted). Implemented "delete tranfer" function in direct debit table. Trapped day numbers below 1 and above 31 in direct debit table. Trapped month numbers below 1 and above 12 in direct debit table. Implemented "Load last file saved" feature. This makes it easier to load a frequently used file. Deleted option to Save an account by just clicking SAVE in main menu. This was sometimes saving to the wrong path name. Haven't worked out the problem yet! ======================================================================== Account2 v1.06a ~~~~~~~~~~~~~~~ v106a 05/04/01 Transactions can now be given a category (20 possible) to identify the type of transaction. Reports can then be produced on how much you spend Page 4 or earn in each category. Reversed Credit and Debit columns in main window in response to a comment that bank statements are usually shown this way. Credit and Debit Cells containing zero made blank rather than 0.00 Adjust-clicking the navigation icons on the right now reverses the direction of movement. I thank Rex Palmer for pointing out to me this common practice. v1.06b 07/04/01 SAVE and LOAD category option introduced, to allow category data to be passed from one account to another. v1.06c 16/04/01 FILETYPE CHANGE - type now registered as 0x19c "Back" button on main window works now. Changed compression utility for one that works! - Decimal places (pence) were giving erroneous readings with the old one, and amounts less than 0.99p were not appearing in the report window. Cured bug introduced in 1.06a where cancelling loading had stopped working. 20 characters are now allowed in category titles. v1.06d 18/04/01 Toolbar now does not disappear when "Back" button is pressed. Statement-selected transactions now shown as shaded instead of inverted. (easier on the eye) Caret now cycles between three main data cells after pressing return, rather than disappearing. ======================================================================== Account2 v107a ~~~~~~~~~~~~~~ v1.07a 22/04/01 Direct debit transactions can now be given categories. Much more detailed reports can be extracted from categories, including "virtual accounts" for each category. Sprites reworked to reduce sprite file size. v1.07b 23/04/01 Made cursor cycle on last row of main window. "Blank" dates show current date (not 00/00/xxxx) for easier input. Cured problem with "convert debits/credits" button in sub-account window sometimes not showing its true setting. ======================================================================== Page 5 Account2 v108 ~~~~~~~~~~~~~ v1.08 27/04/01 Sub-accounts can be edited and new entries made directly into the sub-account. Category menus are now only created when OK is clicked in category window (to save memory) ======================================================================== Account2 v109 ~~~~~~~~~~~~~ v1.09 04/06/01 More comprehensive sorting facility added. Accounts can now be sorted by category, transactions details, debits and credits as well as by date order. ======================================================================== Account2 v110 ~~~~~~~~~~~~~ v1.10 15/06/01 Accounts can now be linked to each other for easier transfer of transactions. Cured problem of false dates appearing when making an incorrect date entry in a sub-account window. v1.10a 16/06/01 Added !sprites (forgot!). Cured the mistake had crept into the code for loading a pre-1.06 file. ======================================================================== Account2 v111 ~~~~~~~~~~~~~ v1.11 17/06/01 Up to 20 transactions can be selected for copying, pasting, deleting Page 6 and transferring to linked accounts. Convert Debits/Credits selection now stays on same setting after "NEW" is selected. ======================================================================== Account2 v112 ~~~~~~~~~~~~~ v1.12 23/06/01 Added an abbreviation table so transaction details that you enter frequently can be reduced to a single keypress (or whatever you choose). Entries to the credit and debit fields can be the result of a calculation if desired. ======================================================================== Account2 v113 ~~~~~~~~~~~~~ v1.13 28/06/01 *Mostly worked on developing sub account facilities* Internal linked transfers between sub-account are now possible. This time really(!) cured problem of false dates appearing when making an incorrect date entry in a sub-account window. (It only worked on "quick date entry" before) Different sub-account displays can be selected from any sub-account window. Calculations can now be used in the sub-account credit and debit fields. Balance of credit and debits now shown in sub-account window. v1.13b 29/06/01 Fixed bug where the last entry made in the main window could be overwritten by a subsequent entry made from a sub-account window. Page 7 ======================================================================== Account2 v114 ~~~~~~~~~~~~~ v1.14 06/08/01 *Mostly worked on extending flexibility of direct debit transfers* Direct debits can now be set for transfers weekly, fortnightly and up to four specified days each month. Some editing of direct debits is possible (amount, details and category) Automatic internal transfers between sub-accounts can be set. All direct debits can be refreshed in one action. A new year reset option is available which leaves only transactions which have not been seen on a statement, and creates a "Balance brought forward". You can forecast your balance for any specified date in the rest of the year. Reduced number of icons in main window to solve problem with other applications who don't like to see more than (I think) 153 icons in one window. Maximum number of transactions in main account raised to 500 (from 400) and to 300 in Sub-accounts. ======================================================================== Account2 v115 ~~~~~~~~~~~~~ v1.15 28/08/01 Added Integrated Stronghelp utility from the files prepared by J.McCulloch. Printing of sub-accounts (with running balance) is now possible. Added DETAILS Search and Replace facility. "Ctrl" now needs to be held down before NEW can be selected (as an extra safeguard). Selecting PRINT with no driver loaded no longer crashes the program. Stopped crash when selecting DELETE in an empty direct debit setup window. Page 8 ======================================================================== Account2 v116 ~~~~~~~~~~~~~ v1.16a 05/09/01 Added running balance to sub-account windows Changed !Sprites22 to MODE 20 sprites for the benefit of OS 3.5 (and earlier) users. (There is an original set of 16 colour sprites in sprite-ex directory) Added "choices" to barmenu. v1.16b 30/09/01 Removed bad compression in 116a that stopped sorting from working ======================================================================== Account2 v117 ~~~~~~~~~~~~~ v1.17 20/11/01 If you enter transactions with a date which has not yet arrived (postdated), you can either choose to include these in the present balance, or wait until the transaction date arrives You can also set an alarm to warn you (when you load an account) that a postdated entry has reached its inclusion date Transactions added to statement balance now show chosen background colour straight away (previously it went grey first) v1.17a 04/01/02 Fixed bug where program crashes when requesting a report ("Analysis" in Page 9 "Select sub account" window) after a NEW YEAR reset. Cursor does not disappear when pressing RETURN if quicker re-draw is selected. Transactions added to statement balance now show chosen background colour after search and replace. ======================================================================== Account2 v118 ~~~~~~~~~~~~~ v1.18 16/04/02 CSV import is now possible by dragging a CSV file to the main window. Import date options added to "choices" on iconbar. Internal transfers between sub-accounts can now be coded to up to five different categories. A monthly "fixed-term" direct debit can be set to run for up to 48 months. New icon for opening direct debit info window (ADJUST-click opens a new set up window). A "reconciled only" editor has been added to the main menu, to create an account leaving only transactions which have been added to the statement balance. ADJUST-clicking over the category column in the main window opens the sub-account window directly. Shift-Click SELECT to delete a category. (used to be ADJUST-click) Sub-account window is now closed when any editing in main window is done to avoid the possibility of overwriting data. Stopped crash when selecting refresh in new direct debit set up window. ======================================================================== Page 10 Account2 v119 ~~~~~~~~~~~~~ v1.19 08/05/02 Password protection is now available for individual account files. Frequency of fixed term transfers can now be set to any number of months between 1 and 12, so (for example) quarterly and 6 monthly payments can easily be set up. Search and replace facility is much improved. It's now possible to save to the currently loaded account just by selecting SAVE from the main menu. Cured problem of calculator intermittently not opening, and of StrongHelp loading when the cursor is in row 4 as calculator icon is clicked. CSV settings show correctly after NEW v1.19c 13/05/02 Mainly bug fixes weekly/fortnightly transfers were not being sorted properly in version 1.19, but took opportunity to make transfers possible any number between 7 and 28 days instead of just weekly or fortnightly. File linking now works again. First use of Help from main window also runs iconbar !help. every /n/ days in Direct Debit set-up window now displays correctly when a new transfer is being created. ======================================================================== Account2 v120 ~~~~~~~~~~~~~ v1.20 20/06/02 Forecasting of future balances is more flexible. Page 11 Possible to set budgets for each category and be warned about going over budget. Overall and daily average spending reports for each category. CSV import can include short month names (Jan, Feb, Mar etc.) Bug cured in date import if year spacer is a dash(-). Slight change to password coding, and cured the bug where loading and saving a pre 1.19 file could be accidentally saved with the wrong password. Up and Down arrow keys now allow movement to adjacent rows, saving changed cells in the process. ======================================================================== Account2 v121 ~~~~~~~~~~~~~ v1.21 15/07/02 Basic QIF exporting introduced Transfers which did not run from month 1 can be made to do so when "refreshed" New set of sprites and templates by Chris Wraight Menu structure tidied up ======================================================================== Account2 v122 ~~~~~~~~~~~~~ v1.22 16/09/02 Page 12 QIF file import is now possible from programs such as Quicken or Money. Reconciled balance of individual categories is now displayed in sub-accounts. Reconciliation is now possible from a sub-account window. Abbreviation, category and option files are now placed in a new directory "user" (or !Boot:Choices) to avoid upgrades overwriting user data. Larger totals are displayed (up to 999,999.99 in individual entries and 9,999,999.99 in balances). More reports of spending patterns and predictions, budgeting and cash flow can be created. Only changed balances are displayed. Splitting a transaction amount between several categories has been simplified. Main window is now immediately updated after editing a transaction in a sub-account window. A message is given when trying to load a protected account. I have finally stopped the program from adding random extra blank rows (sometimes many) when editing sub-accounts, importing CSV files or when direct debit transfers are automatically created. This has also cured the occasional danger of post-dated entries being overwritten. Category monthly credits and debits in the budgeting window were the wrong way round. This is now cured. ======================================================================== Account2 v123 ~~~~~~~~~~~~~ v1.23 28/11/02 The number of possible Automatic transfers (direct debits, standing orders) raised from 20 to 40. You are now warned if you try to create more than 40 transfers. Page 13 Automatic transfers can be suspended, and re-instated individually or on mass. Option to suspend transfers when producing a "reconciled only" file. This is useful when archiving files. The direct debit window is updated on loading a new account. "!Type:Oth A" and "!Type:Oth L" QIF files are now recognised and imported. Date import type on QIF import can be set to dd/mm/yyyy or mm/dd/yyyy in Choices..... Clicking Adjust on the report icon opens the report directory. Fixed bug in fixed term transfers when starting a transfer in a month mid-year. (Wrong number of tranfers were appearing) Had introduced a bug in an earlier version where it became possible to link to the same file as that in memory. This in now cured. ======================================================================== Account2 v124 ~~~~~~~~~~~~~ v1.24 15/01/03 Now utilises Version 3.20 of Martin Avison's ArmSort, so is now 32 bit compatible. Number of maximum transactions can be set by the user. Automatic transfers and individual manual entries can be marked to show that they are Taxable Income or Tax deductable expenses. Reports on taxable income/expenses can be generated to help calculate tax liability. A report on Automatic tranfers can be created. Page 14 A Transaction Details window can be opened to get more information about transactions. Improvement to date input. Year can now be entered using the "quick" input method. On error, the previously shown date is returned immediately. Any automatic transfers which have not been "seen" by the end of December are no longer lost when the file is first loaded in January. Write cursor positioning in main windows is now more accurate (middle of "write pointer" is active; not the top). If faster redraw is selected, a copied transaction is now pasted in the correct place. ======================================================================== Account2 Bugs and Plans ~~~~~~~~~~~~~~~~~~~~~~~ *Known bugs and features* The direct debits "Day of month" entry is not checked for validity. If a transfer normally takes place on the 30th of a month, this will still appear as 30 even in February. I leave the user to enter sensible values. *Probable additions* (coming soon, no particular order) A comprehensive PDF tutorial manual. *Possible additions* (no immediate plans) ========================================================================== Page 15 !Account2 Help ~~~~~~~~~~~~~~ !Account2 -------------------------------------------------------------------------- The action of clicking on the icon bar icon with Select, brings up the Main Accounting window. Initially to get a feel of the program, click on the HELP file provided with the Application; this is a fictitious account with help text added below the transactions. However, the main functions and operations of account2 are as follows :- Setting maximum number of transactions Entering transactions in general Entering the date of transactions Entering a credit or debit Moving around the account display Adding a transaction to the statement balance Deleting, copying and pasting a transaction Copying transactions to a different account Sorting of transactions Automatic entry of transfers and direct debits etc, Categories Reports Sub Accounts Loading and saving files Exporting files Importing files Printing an account Linking accounts for transferring transactions Abbreviation tables Calculator New Account Year Forecasting and Budgeting Search and Replace Password protecting accounts Marking transactions as taxable The icon bar menu is: /Info/ Standard program info. /Choices/ Change and save settings. /Quit/ Quits Account2. ========================================================================== Page 16 Account2 Address ~~~~~~~~~~~~~~~~ Account2 -------------------------------------------------------------------------- If you have any queries or suggestions about this program, please e-mail me at K.S. Edwards New versions will be available at http://www.ksedwards.ukgateway.net/account2/ ========================================================================== Account2 linking ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- LINKING TWO OR MORE ACCOUNT FILES It is possible to transfer transactions from the account being edited to another account by linking the two accounts together. For example, suppose you keep a credit card account (called "card") and a current account ("current"). You decide to pay off some of your credit card transactions using funds in your current account. To record this in both accounts at once, load the "card" account into !Account2 and drag the "current" account icon (from the "files" directory) to the small "linked Account"window top right. The name of the file should appear in the window. Enter the repayment into your "card" account in the normal way as a credit (since you are crediting the card account). Select the transaction you have made by double-clicking over the details column (as you would for copying, deleting etc.), and click over the name in the linking window ("current"). This will send the transaction to the "current" account file and enter it as a debit. From version 1.11, multiple transactions (up to 20) can be transferred. If you want to send a transaction to a linked file on the same accounting side (ie. a credit is sent as a credit), open the sub-account window and switch off the "Convert Debits/Credits" option. To break the link between account files, un-tick the box next to the linking window. The file name will disappear and the link will be broken. Just drag any !Account2 file back to this window to link it with the account you are editing. Page 17 **IMPORTANT NOTE** Using file linking after updating Account2 with a new version. Because the format of Account2 files sometimes changes when a new version is issued, it is important to LOAD and SAVE, from the new version, any files you may be linking to before use. This is because linked files are written to directly, and must have their format converted to avoid corruption. ========================================================================== Account2 loading ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Existing Account2 files can be loaded by clicking on the file if the program has been "seen" by the filer, or by dragging files to an Account2 window or icon bar icon. Load last file saved feature - If you intend to use one main account file throughout the year, then the brown Account2 "book" icon at the top of the main window gives a quick way to load this (or whatever the last file you saved was). This is initially set to load the help file, but will change when you save a file. To save an account, select [MENU] > save and use the submenu to enter an account name and drag the file icon to a suitable directory. The "files" Directory in Account2 is the default directory for saving accounts. This can be accessed easily by clicking on the filing cabinet icon at the top of the main window, or by pressing Ctrl_A. ========================================================================== Account2 new ~~~~~~~~~~~~ -------------------------------------------------------------------------- I like to start a new account each year in January. You can select [MENU] > New Year - and Account2 will do this for you. Only transactions which have not been added to the statement balance will be saved, and the statement balance will be carried over as BALANCE BROUGHT FORWARD. This leaves you with the same balance. You are also asked if you wish to refresh all direct debits. Any transfers which did not run from the beginning of the last year can be set to do so, since you would presumably want them to continue without break, ========================================================================== Page 18 Account2 printing ~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Select [Menu] >Print, click the Printer icon in the main window or press the PRINT key to print from the main account. Click the Printer icon in the sub-account window to print a sub-account. If you have a suitable printer driver loaded this will be named in the new window. Select the number of copies you require. If you are printing from the main account window, you also need to set "Print All" or enter the actual range of row numbers you wish to print. (Row numbers are shown next to the file name in the main window). If you are printing from a sub-account these will be ignored. If you select "Print All", the row numbers will be ignored. If you enter a "To" number higher than the total number of rows, printing will end with the last transaction. (It is not possible to print part of a sub-account) ========================================================================== Account2 Reports ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- REPORTS One purpose of defining categories is to allow you to create a report of how much you spend or earn in each category. Reports can be created by clicking the graph-like icon on the main toolbar. Some of these reports are only of use if the convert credit/debit option is unset. Currently the reports available are- *Budget Progress* This report lets you know whether you are spending or saving within the budget you have set, and what your estimated balance should be on this day if you are keeping to your budget. It also predicts the date that your budget will be reached if you are not on target to reach your budget by the years end. *Cash Flow by Month* Page 19 This informs you of your total credits and debits for each month for transactions which have been given a category. Non-categorised transactions will not be included. *Average Spending* The first three columns indicate various flavours of daily average debits and credits. The fourth column shows the average balance maintained in each category for the year. The final two figures total these individual category results so you can identify your average daily cash flow, and see the average balance maintained in your account. The first three reports are based on transactions in the CURRENT year. The next set of reports act on ALL transactions regardless of date. *Spending by Category* This produces a report of total debits and credits to each category for the year. If all transactions have been given a category then subtracting the two figures in the final row should equal the current balance. *Taxable Income* If you have used the option in the Direct Debit Set Up or Transaction Information windows to mark transactions as Taxable Income or Tax deductable, this will produce a report of all transactions that are so marked, and the total credits and debits. *Automatic Transfers* This produces a report of all automatic transfers that have been (so far) credited or debited to the account. ========================================================================== Account2 abbreviation ~~~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- You can create a table of abbreviations to make it easier to write details which you enter frequently. Click on the abbreviation table icon at the top of the main window, or select [MENU] > Abbreviations. Enter your abbreviation (eg. am) in the "Typed" column enter (up to five characters) and what it stands for (eg. Amazon.co.uk) in the "Replace with" column. Click OK to store the abbreviations for the session, and SAVE to store them for future use in Account2. Then, instead of entering the full description in the DETAILS column, you only need enter the abbreviated Page 20 code for the details. There is space for 40 abbreviations. These are stored in .user and therefore apply to all files. ========================================================================== Account2 adding ~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- This is a very useful function when checking your account against your bank statements. As each entry is checked, mark it by clicking [ADJUST] in the Details column. The details should appear shaded and the transaction will be added to the statement total. Delete the mark in the same manner. ========================================================================== Account2 around ~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- The blue arrow keys on the right are as follows (from top to bottom) :- Move to start of account Move back one page Move back one transaction Move forward one transaction Move forward one page Move to end of account The keyboard up and down arrow keys move to the adjacent rows. RETURN moves to the next cell (or next row). ========================================================================== Account2 calculator ~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Entries to the debit and credit fields can be the result of a calculation if you wish. To do this, make sure the cursor is in a debit or credit column, and either click [ADJUST] over the field, or click on the calculator icon at the top of the main window. When the calculator window opens, enter your calculation and click OK (or press RETURN). Operators +,-,* and/ are possible and brackets can be included in calculations. ========================================================================== Page 21 Account2 copying ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Although it is possible to transfer transactions to another account by linking accounts (see 14 below), if you have finished editing the account in memory, you can also do this by :- i) selecting the rows to transfer ii) copying them with [MENU] >Selected >Copy (or Ctrl_C) iii) loading the other account iv) pasting with [MENU] >Selected >Paste (or Ctrl_V) ========================================================================== Account2 credit ~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- The first entry will probably be a current balance of the account. If the balance is not overdrawn then this amount should be entered in the credit column of row one. If the account is overdrawn then it should be entered in the debits column. As you add further debits and credits the balance of your account will alter accordingly. Transactions can be stamped to show that they are taxable (or tax deductable) by opening the transaction details window ("?" icon on toolbar or SHIFT-CLICK over the row concerned). ========================================================================== Account2 date ~~~~~~~~~~~~~ -------------------------------------------------------------------------- Take care to always enter the date of each transaction, so that the sorting procedure can be put to best use. There are two ways to enter the date: Enter the whole date from scratch - Click over the date cell with [SELECT]. Correcting or editing a date - Click [ADJUST] over the date cell. The program will not let you enter a day number higher than 31, but has not been designed to trap dates such as 31st February. That's up to you! Page 22 *Postdated entries* If you enter transactions with a date which has not yet arrived (postdated), you can either choose to include these in the present balance, or wait until the transaction date arrives, when the account balance will be automatically adjusted. This is selected from the iconbar menu "Choices". The default is not to include them. You can also set an alarm to warn you (when you load an account) that a postdated entry has reached its inclusion date and the account balance has been adjusted. The Postdate exclusion and alarm are useful for reminding yourself to pay a bill on a certain date. ========================================================================== Account2 deleting ~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- To perform any of these operations, firstly select the transaction by double-clicking [SELECT] in the Details column. If you want to select more than one transaction, select the first one as described, then hold down the SHIFT key and click [SELECT] over the last transaction you want to select. You can select up to 20 rows. Most of the row will invert in colour (not the details column because this is used to show reconciled transactions). Once a selection is made, the "selected" option in the main menu becomes available and you can delete the transactions or copy them for pasting elsewhere. The paste option becomes available once a transaction has been copied. To paste the copied transactions, simply click in the details column at the point where you wish to place it, and select [MENU] >selected >paste. Ctrl_X, Ctrl_C and Ctrl_V perform these operations from the keyboard. A "move" option is not available, since chronological date sorting is available. ========================================================================== Account2 forecast ~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- The crystal ball icon in the middle of the toolbar opens the forecast window. If you enter the day and month of the forecast date, you will then get a projected balance for that date. This can be based on either the average daily spending in each category, or only on direct debit transfers. The date you have set should appear in "Forecast at:" Page 23 If the forecast is based on average daily spending, only transactions which have a category set will be included in the calculation, which is made from the first entry in a category to the present date. The calculated amount is subtracted from (or added to) the starting balance. For this reason, THE STARTING BALANCE MUST BE IN ROW 1 If the forecast is based on direct debit transfers, the result will be an actual balance based on which transfers and post dated transactions will have taken place by the forecast date, but does not include any projection based on general spending and earning. To see the average daily spending in a category, or to set a budget for a category, click on the Category budgeting icon to extend the window. -------------------------------------------------------------------------- ========================================================================== Account2 QUICK ~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Enter the whole date from scratch Click over the date cell with [SELECT]. The exsisting date will disappear and you can enter your new date. *If the year is the current year* - 1) Enter the day number (this can be d, or dd - eg. 2 or 02) 2) Enter a divider which can be a SPACE, a DASH (minus sign) or a FORWARD SLASH 3) Enter the month number (m or mm) 4) Press RETURN Shortcut - If, for example, the day and month number were both 2 (2nd Feb) you only need to type [2 RETURN] to get 02/02/yyyy *If the year is not the current year* - Do 1 to 3 above 4) Enter a divider (as in 2) 5) Enter the year which can be y, yy, yyy, or yyyy 6) Press RETURN What happens depending on the year number you enter - Suppose you enter 4 - This will turn into 2004 you enter 34 - This will turn into 2034 you enter 35 - This will turn into 1935 Page 24 ========================================================================== Account2 sorting ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- From v1.09 accounts can be sorted by category, transactions details, debits and credits as well as by date order. To do any of these, place the cursor over a column header (eg."Details"). The cursor will change shape to a "sort" pointer and clicking this will sort the account by the header. SORT dates is still available from the Main Menu. ========================================================================== Account2 Full ~~~~~~~~~~~~~ -------------------------------------------------------------------------- Correcting or editing a date Click [ADJUST] in the date column. This time the existing date will not delete so you can edit the date shown.The format for entry can either be dd[SPACE]mm[SPACE]yyyy, dd/mm/yyyy or dd-mm-yyyy, but must be entered in full (ie. not d/m/yyyy). ========================================================================== Account2 replace ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Any entry in the DETAILS field can be searched for and/or changed by selecting [MENU] >Find (or pressing F4). Enter the word, words or part word that you want to find or change in the find box, and its replacement in the Replace with box and click Go. The search is *not case sensitive*. In the *Details found* window Continue finds the next match Replace changes the Details and moves to the next match Last Replace changes the found Details and stops the search Replace All changes the details of all matches Stop halts the search ========================================================================== Page 25 Account2 Category ~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- You define these in [MENU] > Categories. There are 20 fields in this table and you can define each one as you wish. (food, Petrol, Salary etc) Enter the categories you require, and click OK. The program will make a menu which can be used in the yellow columns in the main window, direct debit setup window and sub-accounts window. When you save your account file, the category information will also be saved, but you can save and load this independently by selecting [MENU] > SAVE category (or LOAD category). This acts upon the category file in .files.category". ========================================================================== Account2 opt ~~~~~~~~~~~~ -------------------------------------------------------------------------- You can create and save certain preferences for the function and apprearance of Account2. All changes take immediate effect, but are not saved for future sessions unless you click SAVE. CANCEL will return all values to the last ones saved and close the window. Preferences are saved in .user *Quicker redraw* The main window is updated more quickly when you make any changes, but looks a little more jerky because the window is redrawn. *Convert Debits Credits* Depending how you use the sub-accounts function, you may want credits in the master account to appear in sub-accounts as credits or debits. This lets you load the program with your preferred option. *NEW* When selecting NEW from the main window, this allows you to select it with either a simple click, or with Ctrl and click (for extra safety) *Postdated entries* When 'calculate' is selected, any transactions you have entered with a future date will be calculated in the balance from the date you made the entry, otherwise it will not be calculated until the transaction date arrives. If 'alarm' is selected you will be informed if any postdated entries have reached their inclusion date as you load an account. Page 26 *Budget warning* If selected, and you have set category budgets, a message will be generated if you make an entry which takes the balance for that category over budget. *CSV date Import* 'assume dd/mm/yyyy' will assume that the day comes before the month when importing a date in a CSV file. 'mm/dd/yyyy' sets the American date system. *QIF Date Import* mm/dd/yyyy should be used for imports from "Quicken" and "Money" or similar American date system sources, while dd/mm/yyyy should be used for imports from British sources such as OnLine banking downloads. *Statement* The colours of the text and background of items checked against your bank statement can be changed to your preference. ========================================================================== Account2 divide ~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- If all you want to do is copy the full amount from one sub-account to another, select the desired sub-account in the category icon of row 1 (opposite "transfer full amount" button), then click TRANSFER FULL AMOUNT. Otherwise you can split the transfer between different sub-accounts. First, select the categories (sub-accounts) you want to make the transfers to by clicking in the yellow "C" column, and select from the pop-up menu. Enter in the "amount" column the sum that should be transferred to/from each category. You will see the balance "left to split" drop as you do this. If you attempt to split more than the total amount (shown in "full amount") you will get an error message and the last entered amount will be deleted. Click the SPLIT button when you have finished splitting up the transfer. Cancel leaves the account unaffected. ========================================================================== Page 27 Account2 csv import ~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Importing CSV files Importing QIF files ========================================================================== Account2 Export ~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Exporting CSV files Exporting QIF files ========================================================================== Account2 password ~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Each individual account file can be protected by a password so that it can only be loaded if that password is set first. *To set a password* Click on the blue key icon on the toolbar. When the password window opens type your password twice (pressing RETURN after each). The password window will close and the key icon now turns into a red key to let you know there is an active password set. If you save a file now, you will only be able to load it again if that same password is active. *To delete a password* Click on the red key icon. When the password window opens, press RETURN twice. The key icon now turns blue to tell you tht there is no active password. If you save a file now, you will be able to load it again whether or not there is a password active (red key) at the time. ========================================================================== Account2 transfers ~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- This useful function means you never have to remember to enter any transaction which occurs - Page 28 1) month - every month (up to four dates per month) 2) every 'n' days where 'n' is the number of days between transfers (7 to 28) 3) fixed term - a fixed number of tranfers (up to 48) with a frequency of between one month and twelve months, so (for example) quarterly and 6 monthly payments can easily be set up. Select [MENU] > debits. ========================================================================== Account2 direct ~~~~~~~~~~~~~~~ ------------------------------------------------------------------------ Click SELECT over the direct debit icon on the toolbar (or MENU >Direct debits >Show details) to open the direct debit info window This brings up a table of the direct debit transfers that you have in place. To look at one in more detail or to edit one, click anywhere over the row of the one you want to edit. This will open a new window with detailed information about the transfer. To create a new direct debit transfer, select the "New..." icon at the top of the "Direct Debit Information" window, or click with ADJUST over the direct debit icon on the toolbar. I will now explain how to set up a new direct debit in the "Direct Debit set up" window. Frequency - You can set up transfers to take place automatically 1) month - every month (up to four dates per month) 2) every 'n'days where 'n' is the number of days between transfers (7 to 28) 3) fixed term - a fixed number of tranfers (up to 48) with a frequency of between one month and twelve months, so (for example) quarterly and 6 monthly payments can easily be set up. You will notice that some boxes become unavailable or available as you change frequency. Suppose you want to make a transfer on the 5th day of each month- Page 29 Click the "month" button Enter 5 in the first box of "dates each month". If you wanted to make a second transfer on another day in the same month, add it in one of the other boxes. If the frequency you want is less than a month select the frequency of tranfer (in days) and enter the date of the first transfer in "start date". start month - This is initially set to 1, and means that transfers will start in January. If you want the first transfer to be some other month then enter the month number in the box. Last Transfer - If the transfers should continue to the end of December, you do not need to enter anything here. Otherwise to stop transfers before the end of the year - 1) Enter an end month to stop monthly transfers (the last transfer will take place on the exact date made up from "dates each month" and "end month"). 2) Enter an end date and end month to stop /n/ days transfers. (the last transfer will take place on the first appropriate date after that made up from "end date" and "end month"). Details - What the transfer is (eg. Insurance premium) Amount - What should be deducted from your account each month. If the amount is preceded by a minus sign the amount will be credited to your account. Category - Click these icons to see the category menu (if you have created some categories). From: Transfers will be marked with the category you select. To: Use this to make an "internal" transfer (from one category to another). Suppose you select category "a" in the From: field and category "b" in the To: field and enter 20 in the amount field. The master account will then show a debit of 20 marked with category "a", and show a credit of 20 marked with category "b". These will both have the same date stamp. Taxable Income - If selected, the transaction transferred to the main account will be stamped to show that it has a tax interest, and will appear in any "Taxable Income" reports you create. Save - This adds the new (or edited) transfer to the direct debit list. Transactions should then appear at the correct time each month. Any transactions which have already passed the date for inclusion will Page 30 appear immediately. Cancel - leaves the Direct Debit set up window without making changes. Refresh - Once a transfer has taken place, you would not normally want that same transfer to repeat. However, at the start of a new year, "Refresh" will let you re-charge a transfer so that all the dates become available again. If you use this in the middle of a year, transfers which have already taken place will be duplicated. (There may be times when you might want to do this, but I can't think of one!). If a transfer did not previously run from January, you are given the option to set it from January in the new year (which is what you would probably want). It is not possible to refresh /fixed term/ transfers as these may run over many years. Note that you can refresh all transfers (except fixed term ones) by selecting - [MENU] > Refresh all - when over the Direct Debit Information window. Delete - This will delete the direct debit from the transfers table. Check that the message box asks you to confirm your decision. Editing a transfer is pretty much like creating one, except that you are only able to alter the details, amount and categories. If you want to alter the frequency or start or end dates of the transfer, it will be necessary to create a new one and delete the old one. Suspend - This prevents direct debit transfers from being added automatically when the account file is loaded. All transfers can be suspended at once via the direct debit menu (Suspend All). The Day of Month entry in the Direct Debits window will show a minus sign before the date to indicate that the transfer is suspended. Re-instate - Makes the direct debit transfers active again after a suspension. All transfers can be re-instated at once via the direct debit menu (Re-instate All). GENERAL POINTS - In the Direct Debit Information window, the Day of Month column either shows the day of transfer of a monthly direct debit, or the first of the four if you have chosen more than one, or the frequency (in days) if the transfer is not monthly (this number is shown in red). ======================================================================== Account2 week ~~~~~~~~~~~~~ -------------------------------------------------------------------------- If you select *month*, at least the first box of *dates each month* must Page 31 be filled in. You can also include another three days in the month for transfers to take place. The start month is initially set to 1, and this represents JANUARY. End month is optional. If you leave it empty, transfers will continue to the end of DECEMBER. ========================================================================== Account2 week ~~~~~~~~~~~~~ -------------------------------------------------------------------------- If you select *every* /n/ *days*, there must be a start date. The start month is initially set to 1, and this represents JANUARY. Transfers will take place at the interval set in the days window. End date and end month are optional. If you leave them empty, transfers will continue to the end of DECEMBER, otherwise the last transfer will take place on the first appropriate date after that made up from "end date" and "end month" ========================================================================== Account2 twoweek ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- If you select *every two weeks*, there must be a start date. The start month is initially set to 1, and this represents JANUARY. Transfers will take place every fourteen days. End date and end month are optional. If you leave them empty, transfers will continue to the end of DECEMBER, otherwise the last transfer will take place on the first appropriate date after that made up from "end date" and "end month" ========================================================================== Account2 ft ~~~~~~~~~~~ -------------------------------------------------------------------------- If you select *fixed term*, then you must set at least a *day of month*. The start month is initially set to 1, and this represents JANUARY. Set the monthly frequency (this is initially set to 1). Transfers will Page 32 take place on the day specified every \n\ months. Number of transfers is optional, and can be set between 1 and 48. If you leave it empty, it will default to 12. This is the only transfer type which can run over more than the current year (up to 48 years in theory!), so use this for transfers such as council tax and other fixed term transfers. Unlike the other types, fixed term transfers can not be "refreshed" at the start of a new year. This would, of course, be inappropriate. ========================================================================== Account2 budget ~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- In this extended window you can - 1) Examine the average overall spending in a category 2) Examine the average daily spending in a category 3) Set a budget for each category and forecast when that budget will be reached 4) Examine the actual spending per month for each category to the present date To do any of these things, you need to first select a category by clicking [SELECT] or [ADJUST] over the yellow icon next to "Category", and selecting from the menu. 1) *Examine the average overall spending in a category* This figure is calculated by looking at the balance of the selected category on every day from the start of the year to the present date, adding all these balances together and then dividing by the number of days. 2) *Examine the average daily spending in a category* This figure is calculated by dividing the category balance at the present date by the number of days between the *first entry* in that category and the present date. 3) *Set a budget for each category and forecast when that budget will be reached* Enter the amount in "Budget for year". For example, suppose you want to set a limit on eating out expenses to 350 for the year- Select the category you have set for eating out Enter this amount in the "Budget for year" box The date which has appeared in the box is the approximate predicted date Page 33 when you will reach the budgeted amount. By the law of averages, this is likely to be more accurate when there are a lot of regular entries in a category rather than erratic ones. If you exceed the budgeted amount, a message will be generated to warn you when you add a transaction to the eating out account, or if you try to set a budget which has already been reached. These messages can be turned off from the iconbar "choices" window ("warn if over budget"). It may seem odd that the amount you enter is always positive. This is because, depending how you use sub-accounts, credits and debits can be reversed. By always entering a positive amount, the program works out whether you are budgeting "in the black" or "in the red". For example, if you enter 1000 as the "budget for year", you will be warned when the account reaches either 1000.01 or -1000.01. You can save these "Budget for year" amounts by clicking the grey "Save" icon. Each category budget must be saved separately. Please note that these WILL NOT BE SAVED TO FILE UNTIL YOU ALSO SAVE THE ACCOUNT. 4) *Examine the actual spending per month for each category to the present date* The columns of Debits and Credits show totals of monthly spending, up to the present date, and the category balance is a total of all these amounts (also of course to the present date). ========================================================================== Account2 Export qif ~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Select [MENU] File >ExportQIF Account2 provides basic exporting capabilities for Quicken Interchange Format (QIF) files. These can be imported by programs such as 'Money' or 'Quicken' in Mac and PC land! You can only export 'Bank Account' type files, but these will include: 1) The name of the Account 2) The date of each transaction 3) The amount of each transaction 4) The details of each transaction 5) The category if one has been selected 6) The cleared status, which here is based on whether a transaction has been reconciled. 7) If the transaction is Tax liable a Memo "Taxable" will be added. Enter a file name with at least 3 and at most 8 characters, then add a Page 34 suffix of /QIF (eg. file/QIF). This will make importing easier. Drag the textfile icon to a suitable directory. ========================================================================== Account2 Export csv ~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Select [MENU] File >ExportCSV If you are exporting a CSV file, then set the choices according to the program you are exporting to. Options are :- In quotes - Quotation marks can be placed around each data cell. This is essential if any of your transaction details include a comma or quotation marks already. Include balance - If deselected, this prevents the balance of each row from being exported. If exporting to a spreadsheet, you may want the spreadsheet to do this calculation. Include row number - Exports each row number. Useful for creating a more unique record in a database. Separator - This can be set to a comma, a carriage return or a Tab. Date divider - Some programs will only accept date information in a specific format. You can choose a space, a forward slash (/) or a dash (minus sign -). Enter a CSV file name and drag the file icon to a suitable directory. ========================================================================== Account2 csv import ~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Page 35 CSV and TSV files can be loaded into Account2 by dragging them to the main window If there is already an account loaded, the imported file will be added to the end of it. The file being loaded must have *only four fields* - Date, Details, Debits, Credits. If you need to re-organise the number or order of the fields in your CSV files there is a very useful utility available from Ray Favre at http://www.argonet.co.uk/users/rayfavre/ The Date format can be any of the following - (each number should be separated by a space, a dash or a forward slash) Day number d or dd Month number m or mm or month name (Jan Feb Mar etc.) Year number non, y, yy or yyyy. If no year is present Account2 assumes the current year. If only 2 digits are present Account2 assumes 20th century from 40 onwards (ie. 40 gives 1940) and 21st century upto 39 (ie. 39 gives 2039). The American date system - mm/dd/yyyy can be set as default by selecting Choices from the iconbar menu. If dd/mm/yyyy is set as default Account2 will change to mm/dd/yyyy when importing if a month number greater than 12 is encountered. You will be warned that this has happened after importing, along with the row number where the change occured. If the imported file is made up of a mixed selection of dd/mm/yyyy and mm/dd/yyyy, your on your own in sorting it out after import! ========================================================================== Account2 QIF import ~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Quiken Interchange Format (QIF) files can be loaded into Account2 by dragging them to the main window The file to import needs to be a text file (type FFF). It doesn't matter what is is called, and it doesn't need to have the /QIF suffix. If there is already an account loaded, the imported file will be added to the end of it. The date format for importing QIF files can be set in choices... from the iconbar. mm/dd/yyyy should be used for imports from "Quicken" and "Money" Page 36 while dd/mm/yyyy should be used for imports from British sources such as OnLine banking downloads. At the moment, only files which include Bank, Cash, CCard, Oth A and Oth L account types can be imported. The fields which can be imported are Account name, date, details, category, amount, and split amounts between categories. Also, if Account2 sees the word "Tax" (with an uppercase T) in a Memo field it will mark that transaction as Taxable Income/deductable expenses in the imported file. This will happen with any word starting with these three letters (eg. Taxable, Taxing, Taxidermy!) Unlike CSV files, these fields can be in any order. Please note that as category information is imported, it overwrites the exsisting categories which you may have created. ========================================================================== Account2 cat2 ~~~~~~~~~~~~~ -------------------------------------------------------------------------- Each transaction you enter can be given a category which marks it with the transaction type (eg. Salary, Food purchase, Insurance). You define these in [MENU] > Categories. There are 20 fields in this table and you can define each one as you wish. Categories are assigned to transactions by clicking [SELECT] over the yellow category column in the main window, and selecting from the menu. Any categories you create will be automatically saved with the account data, so different files can have different categories. You might want to save the categories you have created independently of account data, and you can do this by clicking MENU over the category window and selecting "Save category". This data will be stored in .user. ========================================================================== Account2 sub ~~~~~~~~~~~~ -------------------------------------------------------------------------- SUB-ACCOUNTS To use the Sub-account facility, you need to have defined some categories and applied them to your transactions. !Account2 started life as a single account facility, feedback from users has shown that they would like to be able to make linked transfers Page 37 between different accounts. From v1.13 the flexibility of the sub-account usage is much improved, almost to the point where you could treat sub-accounts as separate accounts under a common master account. You can open a Sub-account window in three ways - 1) Selecting [MENU] > Sub-account 2) clicking the "S" icon on the top tool bar 3) clicking with [ADJUST] over an entry in the category column The first two open the Sub-account selector window. There is an option to convert credits into debits (and vice-versa) so that the sub-accounts appear credited when the master account is debited. The third way opens a Sub-account window directly. The Summary option gives a quick report of how much you spend in each category. To give you an idea of how linking transfers between sub-accounts might work (compared with linking account files) try this example. It shows how records of a credit card and current account could be linked. 1 Start up Account2 2 In the Sub-account window switch off Convert Debits/Credits 3 Select [MENU] categories and create a "current account" category and a "credit card" category. 4 Open the current account sub-account and enter a balance - say, 2000 in the credit column 5 Open the credit card sub-account and enter some purchases- say, 20 ,30 ,40 in the debit column. Suppose you want to pay the total of this from your current account - 1 Open the credit card sub-account. Enter the total - 90 in the credit column. 2 Click over the category icon for that row. On doing this a new window will open to let you decide how the transfer should be split. In this case we just want to debit the current account, so select "current account" in the category icon of row 1 (opposite "transfer full amount" button), and then click the "transfer full amount" button. If you want to split the amount between different categories, you can enter up to 5. In this case you would then click the "Split" button. The balance left to split is reduced as you make your entries. If you open the "current account" sub-account you will see that a debit of 90 has been made and the balance is 1910.00. If you now check the main account window you will see the transactions and linked transfers entered with the correct category codes, and the balance of the account is 1910.00. Page 38 If you click on the account name (above the Details column) the category menu is displayed and you can select a different sub-account for editing etc. Transactions can be reconciled (added to statement balance) by clicking with ADJUST over the details. Sorting, deleting and copying transactions cannot be done from the sub-account window. You need to do this from the main account window. ========================================================================== Account2 taxable ~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- It is possible to mark transactions which are liable to taxation, so that they can be used in reports to help you calculate your tax liability. *To mark an automatic transfer* In the Direct Debit Set-up window - tick "Taxable Income/deductable exp." *To mark a manually entered transaction* Either SHIFT-CLICK over the transaction details or click the "?" icon on the toolbar to open the transaction details window. This allows you to mark the transaction as Taxable Income/deductable expenses. Although Account2 has a January to December year for most purposes, it is possible to set up an account that runs from April to March (or whatever your tax year is) with a little thought. This will help you to calculate tax liability. Unfortunately, at the moment anyway, Budgeting reports can only run from January to December. 1) Start your account at the beginning of your tax year. 2) At the beginning of January, refresh direct debits, but DO NOT do a new year reset. 3) At the end of your tax year, you will be able to produce a "Taxable Income" report that runs the length of your Tax year. 4) After producing your Taxable Income report, do a new year reset but DO NOT refresh direct debits. This will create a new Account ready to run for your next tax year. ========================================================================== Account2 Max ~~~~~~~~~~~~ -------------------------------------------------------------------------- Account2 is set by default to allow 1000 transactions. You can increase this amount by changing a line in the !Run file. Hold down the SHIFT key and double-click the !Run file to open it. The number of possible transactions is set by the line which reads- Set max$trans 1000 Increase the number to suit your needs. There are a few points to bear in mind when increasing this number- Suppose you have the amount set to 2000. Any files saved at this time can only be loaded into a version of the program with 2000 or more transactions set as max$trans. If you increase the number of transactions greatly (ie. above 3000 or so) you might find error messages start to appear because the amount of memory reserved for the application is insufficient. In this case, you will need to increase the WimpSlot in the !Run file. Change the numbers in the line- Page 40 WimpSlot -min 460k -max 460k to something greater. Try these settings 520k for 2000 transactions 560k for 3000 650k for 5000 You will also find that loading, saving and editing functions are slower with more transactions, and unless you are using a StrongArm, Iyonix or Omega machine, this might become intolerable. ========================================================================== Account2 Transactions ~~~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- When entering data into the main account window, please remember to press either [RETURN], or one of the up/down arrow keys (on the keyboard) after each entry. You can enter and edit transactions in either the main account window or a sub-account window. Under certain circumstances there is a danger of overwriting details if you enter transactions in the main window when a sub-account window is open, so from v. 1.18, sub-account windows will automatically close if you edit the main window in any way. The icons at the top of the main window are (from left to right) a) Clears account in memory and resets b) Saves the account c) Prints the account (or a section of it) d) Bin to delete an unwanted transaction. e) Opens a directory for saving and loading your accounts f) Opens the sub-accounts window g) Opens the Forecast balance window. h) Opens the calculator i) Opens the abbreviation table j) Opens the password setting window k) Opens the Report creation window l) Opens the Direct Debit Information window m) Loads the last file you saved n) Opens the Transaction information window ========================================================================== Page 41 Account2 direct info ~~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- This brings up a table of the direct debit transfers that you have in place. To look at one in more detail or to edit one, click anywhere over the row of the one you want to edit. This will open a new window with detailed information about the transfer. To create a new direct debit transfer, select the "Add New" icon at the top of the "Direct Debit Information" window. You can create up to 40 transfers. GENERAL POINTS - In the Direct Debit Information window, the Day of Month column either shows the day of transfer of a monthly direct debit, or the first of the four if you have chosen more than one, or the frequency (in days) if the transfer is not monthly (this number is shown in red). If the Details are shown white on black, this indicates that the transfer is suspended and no more automatic transfers will take place. To make it active again, click Re-instate in the Setup window or select Re-instate All from the Direct Debit menu. ========================================================================== Account2 direct set up ~~~~~~~~~~~~~~~~~~~~~~ -------------------------------------------------------------------------- Frequency - You can set up transfers to take place automatically - 1) month - every month (up to four dates per month) 2) every 'n'days where 'n' is the number of days between transfers (7 to 28) 3) fixed term - a fixed number of tranfers (up to 48) with a frequency of between one month and twelve months, so (for example) quarterly and 6 monthly payments can easily be set up. Click a button to select the frequency. You will notice that some boxes become unavailable or available as you change frequency. Suppose you want to make a transfer on the 5th day of each month - Click the "month" button Enter 5 in the first box of "dates each month". If you wanted to make a second transfer on another day in the same month, add it in one of the other boxes. Details - What the transfer is (eg. Insurance premium) Page 42 Amount - What should be deducted from your account each month. If the amount is preceded by a minus sign the amount will be credited to your account. Category - Click these icons to see the category menu (if you have created some categories). From: Transfers will be marked with the category you select. To: Use this to make an "internal" transfer (from one category to another). Suppose you select category "a" in the From: field and category "b" in the To: field and enter 20 in the amount field. The master account will then show a debit of 20 marked with category "a", and show a credit of 20 marked with category "b". These will both have the same date stamp. Taxable Income - If selected, the transaction transferred to the main account will be stamped to show that it has a tax interest, and will appear in any "Taxable Income" reports you create. Save - This adds the new (or edited) transfer to the direct debit list. Transactions should then appear at the correct time each month. Any transactions which have already passed the date for inclusion will appear immediately. Cancel - leaves the Direct Debit set up window without making changes. Refresh - Once a transfer has taken place, you would not normally want that same transfer to repeat. However, at the start of a new year, "Refresh" will let you re-charge a transfer so that all the dates become available again. If you use this in the middle of a year, transfers which have already taken place will be duplicated. (There may be times when you might want to do this, but I can't think of one!). If a transfer did not previously run from January, you are given the option to set it from January in the new year (which is what you would probably want). Refresh is not available for fixed term transactions since these can cross several years. **Note that you can refresh all transfers at once (except fixed term) by selecting - [MENU] > Refresh all - when over the Direct Debit Information window.** Delete - This will delete the direct debit from the transfers table. Check that the message box asks you to confirm your decision. Editing a transfer is pretty much like creating one, except that you are only able to alter the details, amount and categories. If you want to alter the frequency or start or end dates of the transfer, it will be necessary to create a new one and delete the old one. Suspend - This prevents direct debit transfers from being added Page 43 automatically when the account file is loaded. All transfers can be suspended at once via the direct debit menu (Suspend All). The Day of Month entry in the Direct Debits window will show a minus sign before the date to indicate that the transfer is suspended. Re-instate - Makes the direct debit transfers active again after a suspension. All transfers can be re-instated at once via the direct debit menu (Re-instate All). ========================================================================== Page 44 C o n t e n t s ~~~~~~~~~~~~~~~ !Account2 1 !Account2 License 1 !Account2 Overview 2 Account2 Requirements 2 !Account2 Version History 2 Account2 100 3 Account2 v101a 3 Account2 v102 3 Account2 v103a 3 Account2 v104a 4 Account2 v105a 4 Account2 v1.06a 4 Account2 v107a 5 Account2 v108 6 Account2 v109 6 Account2 v110 6 Account2 v111 6 Account2 v112 7 Account2 v113 7 Account2 v114 8 Account2 v115 8 Account2 v116 9 Account2 v117 9 Account2 v118 10 Account2 v119 11 Account2 v120 11 Account2 v121 12 Account2 v122 12 Account2 v123 13 Account2 v124 14 Account2 Bugs and Plans 15 !Account2 Help 16 Account2 Address 17 Account2 linking 17 Account2 loading 18 Account2 new 18 Account2 printing 19 Account2 Reports 19 Page 45 Account2 abbreviation 20 Account2 adding 21 Account2 around 21 Account2 calculator 21 Account2 copying 22 Account2 credit 22 Account2 date 22 Account2 deleting 23 Account2 forecast 23 Account2 QUICK 24 Account2 sorting 25 Account2 Full 25 Account2 replace 25 Account2 Category 26 Account2 opt 26 Account2 divide 27 Account2 csv import 28 Account2 Export 28 Account2 password 28 Account2 transfers 28 Account2 direct 29 Account2 week 31 Account2 week 32 Account2 twoweek 32 Account2 ft 32 Account2 budget 33 Page 46 Account2 Export qif 34 Account2 Export csv 35 Account2 csv import 35 Account2 QIF import 36 Account2 cat2 37 Account2 sub 37 Account2 taxable 39 Account2 Max 39 Account2 Max 40 Account2 Transactions 41 Account2 direct info 42 Account2 direct set up 42 +----------------------------------------------------------------------+ | | | This text file was converted from a StrongHelp manual on 15 Jan 2003 | | | | using !StHlp2Txt version 1.10 (8 June 2001) | | by Chris Morison | | | | email: organizer@morison.net | | web: http://www.organizer.morison.net/ | | | +----------------------------------------------------------------------+ Page 47