CThe hot keys for each transaction type within Xpenses are as follows.
They have been broken into their logical areas, and follow from the drop-down menu item.
Expense Menu
Add Expense Item
Delete an Expense Item
Clear the Expense Data
Set the Preferences
Exit Xpenses application
Category Menu
Add a Category
Change (modify) a Category
Delete a Category
Clear the Category Value data
Currency Menu
Add a Currency
Change (Modify) a Currency
Delete a Currency
Currency Converter
Help Menu
Help Contents
About Xpenses
Register Xpenses
Extract Menu
Extract to a Word File
Extract to a Speadsheet File
Extract Category Values to a Speadsheet File
Extract to CSV file
Extract Category Values (CSV)
Print Menu
Expense Sheet
Category Values
Categories
Currencies
View Menu
List the Outstanding Expenses
List the Outstanding Expenses by Category
List the Categories
List the Category Values per month
List the Currencies
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Welcome
Disclaime
Free Upgr
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Categories
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BThis help file gives an outline of some of 5Xpense's main features. If you require further help or information on any Palmscape product you can contact support via any of the following:
Internet:
The Palmscape Homepage on the worldwide web is located at http://www.palmscape.com. The latest versions of all Palmscape products are available from here, as well as general information relating to EPOC palmtop computers.
You can also send requests or questions directly to the author via email: simon@palmscape.com
Postal support:
The Palmscape address is:
182 Bromham Road
Bedford, Bedfordshire, MK40 4BP
United Kingdom
5Xpense is Copyright
1998 Palmscape & Simon Berridge
All rights reserved.
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ARegistered users of 5Xpense are entitled to receive free upgrades via the internet or on floppy disk, as they become available.
For details on how to get latest version see the Palmscape customer support option. If you do not have access to the internet send a stamped addressed envelope with a PC formatted floppy disk to the address shown.
Please note that the free upgrades offer excludes postage fees & hardware costs
C5Xpense - including all related program files - may not be altered in any way. Reverse Translation is expressly forbidden without written permission of the author.
Registered users may install the software on an unlimited number of machines so long as they are for thier own use exclusively.
Although 5Xpense is shareware, and you are encouraged to pass the distribution .ZIP file to your friends and colleagues, registered copies may not be lent sold or rented without the express written permission of the author.
Palmscape & the author cannot & does not accept any liability for loss caused by error, defect or failure of the software including any loss of any kind.
No guarantee is either offered or implied by Palmscape or the author. Use of this software is entirely at your own risk.
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_EIt is possible with 5Xpense to hold a number of different databases. These would be used for different Clients or separating business trips, as examples.
Creating a New Directory
To operate this function it is necessary to create a new data directory. This is done by selecting the Menu, option File, then Directory then New Directory.
A dialog box will be displayed that asks for the name of the new directory and this disk drive to use. If you are not using a CF card then 5Xpense will only allow the use of drive C:.
5Xpense will then take a moment or two to create the new data files within this new directory, and will then display a dialog box that asks for your user name. This is not the registration number supplied but the name that you wish to be associated with this new data.
Finally, 5Xpense will switch to this newly created directory so that you can continue working.
Switching to another directory
This is done by selecting the Menu, option File, then Directory then Change Directory.
You will be presented with a dialog box that will allow you to navigate through your system to the directory that you now wish to change to.
5Xpense will check that there is a valid 5Xpense data file within the selected directory before allowing you to continue. If there is a valid 5Xpense data file within the directory then 5Xpense will start to use this new data file.
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ESetting up your preferences for 5Xpense is done by selecting "Set Preferences" from the Expense menu. Alternatively you can use the hot key Ctrl-P.
You will be presented with a window that has a list of available currencies (defined and described in the "Currencies" topic). Select your "home" currency from the available list. If this is your first time and you have only set up a home currency then there will only be one currency available to you. The next field is asking if the currency symbol is to appear before or after the value. An example would be US Dollars. Typically you would use the currency symbol "$", and this would be set as a prefix so that the amount would be displayed as $123.45. If you selected "Suffix" then the same amount would be displayed as 123.45$.
The next two fields describe how to display the actual value. The "thousands" separator holds the symbol that you want to use, e.g. the symbol "," would result in the number 1000 being displayed as 1,000. The "decimal separator" separator describes the "pence" part, so a symbol of "." would result in the number being displayed as 1,000.00. If they had been entered the other way around then the same number would be displayed as 1.000,00.
Lastly, the 'Display Format' field is requesting the type of format to apply to all the dates within 5Xpense.
There are two formats currently employed within 5Xpense, British and American. The default is British, or dd/mm/yyyy. The American format is mm/dd/yyyy.
CWelcome to 5Xpense, an expense control program developed to help keep track of the business expenses incurred on a day to day basis. 5Xpense has the following features:
* Multi-files
* Multi-Currency
* Multi-Category
* Monthly Category balances and current balance
* Print an Expense Sheet
* Extract expense items to a database
* Extract expense items to a spreadsheet
5Xpense has been designed to be a simple interface for the busy executive who needs to keep track of the expenses that he has incurred on behalf of his company.
As each expense is incurred it is entered into 5Xpense in the currency used for the transaction and a record of that transaction is kept within 5Xpense in both the expense currency and the home currency.
An expense claim form can be printed at will.
Each month 5Xpense can create a data file which can be extracted to a PC spreadsheet or database that can accept a comma-delimited file as import.
Please read the 'Getting Started' section.
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*CCategories are where you store the type of expense incurred. As each category is defined within 5Xpense the system creates a data file for that category that will hold and maintain the total value of amounts entered for that category during the course of the year.
Adding a new Category is undertaken by selecting "Add Category" from the Category menu. Alternatively you can use the hot key of Ctrl-c. Enter a category key of up to 10 characters and a description of the category.
You can Change and Delete categories from within this menu. Listing Categories displays a window that displays all the categories held within 5Xpense. Category Data is the month by month value of the category transactions. This may be extracted or Cleared at any time.
See also: Getting Started
^BThis option displays the values by Calendar Month of all the registered Categories.
You may scroll up and down the list by using the up and down cursor keys. You can see that only six months of the year are displayed on any screen.
To access later months press the right arrow and to see earlier months than those displayed press the left arrow.
To scroll faster you may use the PgUp and PgDn keys to display the next full page of values.
Pressing the "Enter" key will open a display of all the expense items linked to the highlighted category.
To exit the window press the "Esc" key.
@As a generay
l rule 5Xpense always keeps the data on file and will print it to a comma-delimited file. The act of extracting data does not delete it from the 5Xpense database file.
It is your responsibility to maintain the housekeeping for 5Xpense by clearing the data files as and when required by you. In practice, once you have printed your expense account there is no need to keep the data within the 5Xpense database file so you should clear the data. It is important to note that once the database file has been cleared of all expenses the action is recoverable, but not after clearing the "deleted" items. Even so, it is strongly suggested that a comma-delimited extract file is created prior to the data deletion and that this file is taken off the Psion and placed on a separate medium (i.e. your PC or floppy disk).
The category data, though, is a somewhat different matter. As each expense transaction is entered into 5Xpense the home currency value is added to the Category data file. It is added in two places, the current balance for that category and the actual month of expense. For example, an expense incurred on 10 April for
50 and the April entry for that same category being increased by
50 also.
Please note that by Clearing the Expense item data the category values are not affected by this action. The idea is to keep a yearly account of the total values that have been entered for each category without having to keep the actual expense items within the database.
The category data should, therefore, only be cleared on a yearly basis, again after archiving the data by means of the comma-delimited extract.
oG5Xpense is a Multi-Currency application. Firstly, you have to decide which currency is your "home" currency. The application will default
(Sterling). After deciding on your home currency then create this currency by pressing the "Menu"button, selecting "Currency" and then selecting "Add a Currency". Alternatively you can use the hot key Ctrl-u.
There are two fields to be completed in this transaction; the symbol to use and the conversion rate to use. The symbol can be accepted symbol or the international symbol, e.g. GBP instead of
, or USD instead of $. For your home currency use a conersion rate of 1.0. The conversion rate is used whenever you enter an expense and is used to divide into the amount entered upon the window. An example would be:
Supposing my home currency is
and I have a $ expense. In my currency file I have a conversion rate of 1.6. If I enter an expense transaction of $16.00 this would convert to
10.00 (i.e. 16.00 / 1.6 = 10.00).
Please note that 5Xpense will convert your currency symbol to uppercase.
After creating your home currency you need to tell 5Xpense that it is your home currency and this is done under the "Preferences" option. You can obtain help for the Preferences option at the end of this help item.
In addition to creating a new currency you can Change, Delete or List the currencies. As conversion rates fluctuate you are likely to use the "Change" option quite frequently. By selecting the "Change" option from the menu (or Ctrl-M hot key) the Change window will be displayed. Here you have the option of changing both the currency symbol as well as the conversion rate.
Deleting a currency (Ctrl-D) removes the currency from the system.
Listing the Currencies (Ctrl-L) will open a window that displays all the currencies within 5Xpense and their current conversion rates.
See also: Preferences
AEntering the password that you have been given upon registration is a simple matter of accessing the Registration screen from the Help menu or using the hot key Ctrl-R.
You will be presented with a window in which to enter your password.
If the password is validated then the registration option will disappear from the Help menu. It is important that you do not lose your password as this will unlock 5Xpense and remove the 10 item limit.
Entering a Password<
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Welcome to 5Xpense;
1998 Palmscape & Simon Berridge
Internet: http://www.palmscape.com
E-mail: simon@palmscape.com
Palmscape Support
Free Upgrades!
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Disclaimer & Licence Agreement'
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Different Data Files$
BExpense items incurred are entered through the "Add Expense" menu item that can be found on the "Expense" menu. Alternatively you can use the hot key Ctrl-A.
A dialog box will be displayed that allows you to enter the date of the expense, the currency of the expense, the category to which you wish it to be linked and some descriptive text of the expense.
Entering this data and pressing the Enter key will add the expense item to the database and update the Category value for that expense item.
AThere are two types of data extract available to you:
Expense data to a comma-delimited file
Category data to a comma-delimited file
The extract of Expense data to a comma-delimited file will ask if you wish to extract the data by a date range.
A window will be opened which will ask for the name of the file to extract to. Xpenses will add the extension ".TXT" to the CSV extract files and store it within the "\Xpenses" directory on the Psion.
AFirstly, please read the Overview.
The first step is to create your home currency, this is described in the "Currencies" topic.
Next, set your preferences. This is described in the "Preferences" topic.
Next, create some Categories. This is described in the "Categories" topic.
Now you are ready to enter expense items. This is described in the "Entering Expenses" topic.
5Xpense Overview?
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Getting Started<
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Currencies<
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vAThere are a number of options available to you to look at the data that you have stored within 5Xpense. These views are obtained from the "View" menu available when you press the "Menu" key.
The views available are as follows:
Outstanding Expenses (various views are available within this option)
Currencies View
Categories View
Outstanding Expenses by Category
Categories<
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Preferences<
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Entering Expenses<
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Looking at your data<
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Categories View<
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This option will open a window and display all the Categories that you have entered within 5Xpense and their current balance.
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Outstanding Expenses by Category<
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This option will display a dialog box where you may select the Category that you wish to view.
After selection of the category a new window will be opened that will display all the outstanding expense items linked to the chosen category.
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Currencies View<
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This view will open a window and display all the Currencies that you have entered within 5Xpense together with their current exchange rate.
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Outstanding Expenses<
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This option will open a window and display all the Expense items that you have entered that have not been cleared. The view is sorted in date order.
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Category Value View<
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Hot Keys<
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Quick Conversion<
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There is a "quick conversion" option available from the Currencies menu (Ctrl-Q).
This option allows for the quick conversion between two currencies. It will only function if you have more than one currency entered within 5Xpense.
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Extracting Data<
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Clearing Data<
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AThere are two types of data extract available to you:
Expense data to a comma-delimited file
Category data to a comma-delimited file
The extract of Expense data to a comma-delimited file will ask if you wish to extract the data by a date range.
A window will be opened which will ask for the name of the file to extract to. Xpenses will add the extension ".CSV" to the CSV extract files and store it within the "\Xpenses" directory on the Psion.
Quick Conversion<
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There is a "quick conversion" option available from the Currencies menu (Ctrl-Q).
This option allows for the quick conversion between two currencies. It will only function if you have more than one currency entered within 5Xpense.
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