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The
Cashbook Journal window is the heart of the program. When you make
an entry, and post it to an account, you may use this window if you
want to see the entry again. The window is also useful for listing the
entries made against a particular account.
The window lists entries by the money account the entry was against,
and also by either the income or expense account the entry was
against. You can find an entry in one of two ways. If you know which money account the
entry was against, click on the Money tab, then select the specific
money account from the drop down box above the list. If you know
which income or expense account the entry was against, click on the
Income or Expense tab, then select the specific account from the
drop down box above the list. From the screenshot below, you can see
where to select the account type (1) and where to select the account
from the drop down box (2). Note
that there is an important difference between the Money and
Income/Expense listings. When listing Money entries, the Summary
column displays the overall Summary information for the entry. When
listing Income/Expense entries, the Details column shows the
individual line details.
When
you have selected an account, the entries for that account appear in
the list. You will notice that the top of the first three columns
have two arrowheads beside the column name. These are sort arrows,
and allow you to alphanumerically re-order the list based on that
column. The upward arrowhead orders the column from a to z. The
downward arrowhead orders the column from z to a. When you click on
an arrowhead, the other arrowheads disappear to indicate that you
are sorting the list based on the order in that column. To un-sort
the list, click on the arrowhead again, and all the arrowheads will
reappear.
Searching
for an Entry
Entries
can be searched for by date, ID Number or Summary/Details.
To search for a particular date, enter the starting date and ending
date of the range you are interested in - remember to press the tab
key on the keyboard after entering the second date, to prompt the
program to limit the list to the required date range.
To search for information within an entry, click the Search
button. In the Search window which pops up, you can enter something
to search for in either the ID Number or Summary/Details field.
Displaying
an Entry
If you
find something in the list which you are particularly interested in,
and you wish to see the full details of that entry, you can display
the original entry. To do this, click on the entry's line in the
list, and either press the enter key on the keyboard, or click on
the Display button. This brings up one of the two display windows.
If the original entry was a transfer between money accounts, the
first window is used. If the entry was anything other than a
transfer between money accounts, the second window is used.
Whichever
window appears, you will not be able to change any of the details,
as the entries have been posted to the cashbook, and have changed
the balances of the accounts they were put against. However, you may
create a reversal of the entry. A reversal is the exact opposite of
the original entry. Using the second window above as an example, if
it were reversed, a new entry for -£293.75 would be created with
each monetary amounts also having an opposite sign. The effect of
this is to cancel out the original entry.
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