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The spend money window allows you to
SET UP an entry for any money which is spent, from whichever money account you choose.
The most important thing to note here is that the entries listed in this window
have not actually been posted to the cashbook. 'Not posted' means that they have not altered the balance of the money account, or the expense account(s) against which they
have been allocated. The entries here are merely being held on the system in a kind of pending tray.
The benefit of this is that you can see what the effect of an entry
would be on a money account, both in this window and with the
cashflow report, before actually posting the entry.
Marking
Entries
When
the list of entries first appears, each entry has an empty tick box
at the right hand end of its line. If you click in the box, you are
marking the entry as one which you want to post to the cashbook, and
you will see from the balances at bottom of the window what the
effect of posting that entry would be. Note that you are just
marking it, you have not yet posted it, so you can click on the tick
again to make it disappear. You can continue through the list of
entries, ticking and unticking, to see what effect posting certain
entries would have on the money account's balance. In this way you
may see things such as what bills you could, or could not, afford to
pay, or look at what purchases you may be able to afford in the
future.
Posting
Entries
Once you have decided which entries you
want to post to the cashbook, and have ticked those entries, clicking the Post
button will send those entries to the cashbook. Those entries will
now alter the relevant bank and expense accounts, and will no longer
be shown in this window. If you wish to find an entry which has been
posted to the cashbook, you can find it through the Cashbook Journal window.
It is very important to remember that when you have posted an entry
to the cashbook, you will not be able to change its details - so
don't post an entry to the cashbook until you need to.
Copying
Entries
If you
have created an entry and you wish to make a copy of it, you may do
so by first clicking on the line of the entry you wish to copy, then clicking the Copy button to create a duplicate. This is an ideal way to create
repeating entries - in other words, bills that you regularly pay such as direct debits and standing orders.
To do this for a direct debit, for example, you would first create
an entry and fill in the details of the direct debit. When you need
to post a payment to the cashbook, make a copy of the original,
change any appropriate details on the copy such as date or ID
number, and finally post the copy to the cashbook. The original
stays in the Spend Money window ready to be used again, and the copy
is sent to the cashbook.
Deleting
Entries
You are
free to delete any of the entries shown in the Spend Money window.
They are, as has been mentioned before, in a kind of 'pending tray'
and have not altered the balance of any money or expense account -
so deleting them has no effect on the rest of the program.
Creating
New Entries
After
you have selected a money account, clicking the New button will show
you the Entry window where you input the details of the new entry.
For more information on the Entry window, you will find it in the
Money Windows list. When you have finished making the new entry and
closed the Entry window, you will be returned to the Spend Money window
where you will find the new entry has been added to the list.
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