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461 lines
13 KiB
461 lines
13 KiB
<?xml version="1.0" encoding="UTF-8"?>
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<chapter id="details.schedules">
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<chapterinfo>
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<authorgroup>
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<author>
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<firstname>Roger</firstname>
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<surname>Lum</surname>
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<affiliation>
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<address><email>rogerlum@gmail.com</email></address>
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</affiliation>
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</author>
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<author>
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<firstname>Michael</firstname>
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<othername>T.</othername>
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<surname>Edwardes</surname>
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<affiliation>
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<address><email>mte@users.sourceforge.net</email></address>
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</affiliation>
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</author>
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</authorgroup>
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<date>2009-07-21</date>
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<releaseinfo>1.0</releaseinfo>
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</chapterinfo>
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<title>Schedules</title>
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<sect1 id="details.schedules.intro">
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<title>Introduction</title>
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<para>
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<quote>
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Schedules maintain information about transactions that occur one or more
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times over a specified period of time.
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</quote>
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</para>
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<para>
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Sometimes called a recurring transaction, a schedule provides a means to
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record information about a transaction that happen on a regular basis. A
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common schedule is your salary. Once a month, or maybe weekly, the company
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you work for pays you for services rendered. This payment can happen in many
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different ways, but each month or week you will receive a payment that needs
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to be recorded.
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</para>
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<para>
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Because you know these payments are regularly made to you, you can create a
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Schedule to record information about the payment and even create the
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transaction for you when pay day arrives.
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</para>
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<para>
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Other types of schedules can also be recorded to reflect money coming in and
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out of your accounts. Common expenses, such as utility bills or money
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transfers, can be recorded with schedules, along with loan
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repayments. Scheduling a payment can also provide a useful reminder that you
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need to make a payment.
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</para>
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<para>
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A schedule consists of two main parts: the scheduling data and the transaction
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data. The scheduling data records the occurrence of the schedule, i.e., when
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the transaction is to be entered into the ledger and how. The transaction
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data records the normal details about the transaction, and will be entered in
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to the ledger as-is.
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</para>
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</sect1>
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<sect1 id="details.schedules.type">
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<title>Types of schedules</title>
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<para>
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There are four different types of schedules in the current version of
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&kappname;:
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</para>
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<itemizedlist>
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<listitem><para>Bills</para></listitem>
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<listitem><para>Deposits</para></listitem>
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<listitem><para>Loans</para></listitem>
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<listitem><para>Transfers</para></listitem>
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</itemizedlist>
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<sect2>
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<title>Bills</title>
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<para>
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A Bill Schedule is used for money going out of your account, such as a Gym
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membership or a utility bill.
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</para>
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</sect2>
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<sect2>
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<title>Deposits</title>
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<para>
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A Deposit Schedule is for money coming into your account, such as a pay check.
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</para>
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</sect2>
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<sect2>
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<title>Loans</title>
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<para>
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A Loan Schedule is a special type of schedule and is created when dealing with
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<link linkend="details.loans">Loan</link> accounts.
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</para>
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</sect2>
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<sect2>
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<title>Transfers</title>
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<para>
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A Transfer Schedule is used for money coming out of one account and going into
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another, such as making a credit card payment from your checking account.
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</para>
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</sect2>
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</sect1>
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<sect1 id="details.schedules.view">
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<title>The schedule view</title>
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<para>
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Open the schedule view by clicking on the <guiicon>Schedule
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<inlinemediaobject><imageobject><imagedata
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fileref="schedule_view.png"/></imageobject></inlinemediaobject></guiicon> icon in
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the view selector.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="scheduleview.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Schedule View</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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The schedule view consists of a view area with two tabs along with a
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<guibutton>New Schedule</guibutton> button above it. The first tab
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<guibutton>List View</guibutton> shows all schedules, grouped by type. The
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second tab <guibutton>Calendar View</guibutton> is described in its own
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section below.
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</para>
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<para>
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To create a new schedule click on the button. For Bill, Deposit, and Transfer
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schedules, &kappname; will display the new schedule dialog. Loan schedules are
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handled differently, and are described in the section on Loans.
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</para>
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</sect1>
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<sect1 id="details.schedules.new">
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<title>The new schedule dialog</title>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="newsched_numbered.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>New Schedule</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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A new dialog window is now shown, prompting for the schedule and transaction
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data. The requested data includes the following:
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</para>
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<orderedlist numeration="upperalpha">
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<listitem><para>Schedule Name</para></listitem>
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<listitem><para>Next due date</para></listitem>
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<listitem><para>Frequency</para></listitem>
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<listitem><para>Payment method</para></listitem>
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<listitem><para>Amount</para></listitem>
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<listitem><para>Other transaction details</para></listitem>
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<listitem><para>Schedule options</para></listitem>
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</orderedlist>
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<sect2>
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<title>Filling in the fields</title>
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<para>
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Enter the name and the date of the next occurrence of this schedule into their
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respective fields. The name is how the schedule will be shown in the list
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view. Specify how often the schedule should occur, using the Frequency field
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and drop down list. For example "every 6 weeks" or "every 3 months". If the
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amount varies transaction to transaction make sure to check the
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<guilabel>Estimate</guilabel> check box and you will be prompted for the
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correct amount when it is entered into the ledger. Fill in all the
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transaction fields as you would normally with the ledger view.
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</para>
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</sect2>
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<sect2>
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<title>Modifying the schedule behavior</title>
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<para>
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At the bottom of the dialog are some optional fields that can modify how the
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schedule behaves. If the schedule occurs on a weekend you can choose whether
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to enter the transaction on the weekend day, the previous Friday, or the next
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Monday. Typically this option is used to replicate some real world operation
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such as a bank transaction.
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</para>
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</sect2>
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<sect2>
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<title>Letting &kappname; enter the transaction into the register</title>
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<para>
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To let &kappname; automatically enter the transaction for you when needed,
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make sure that the check box labeled <guilabel>Enter this schedule into the
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ledger automatically when it is due</guilabel> is checked. Otherwise, when
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the transaction is due to be entered, &kappname; will open a dialog box asking
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you to confirm that you want it to be entered. This behavior is configurable,
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and more information can be found in the Settings section.
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</para>
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</sect2>
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<sect2>
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<title>Letting &kappname; know when the schedule will finish</title>
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<para>
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If you know how many transactions are left or when they are due to finish,
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this information can be entered so the transactions are not entered
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indefinitely. Check the appropriate check box and enter the appropriate
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information. Only the date or the number of transactions remaining is needed
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because the other can be calculated.
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</para>
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<para>
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When you have entered all the necessary information click on
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<guibutton>OK</guibutton> to continue.
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</para>
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</sect2>
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</sect1>
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<sect1 id="details.schedules.edit">
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<title>Editing schedules</title>
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<para>
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To edit a schedule simply select the entry in the list and right click to
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bring up the context menu and select <guimenuitem>Edit</guimenuitem>. This
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will bring up a dialog similar to the New Schedule dialog, where you can alter
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the necessary data.
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</para>
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</sect1>
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<sect1 id="details.schedules.delete">
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<title>Deleting schedules</title>
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<para>
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To delete a schedule simply select the entry in the list and right click to
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bring up the context menu and select <guimenuitem>Delete</guimenuitem>.
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</para>
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</sect1>
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<sect1 id="details.schedules.calendar">
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<title>The calendar view</title>
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<para>
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The calendar tab presents the schedules in a calendar format so it is easier
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to see when they occur. To switch to the calendar view click on the
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<guibutton>Calendar View</guibutton> tab.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="calendarview.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Calendar View</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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The calendar type can be changed using the <guibutton>Select Style</guibutton>
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button. Currently only two types exist: Week and Month. The monthly view is
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the default, and is usually the most useful. Navigate through the dates using
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the controls as you would with the date input control.
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</para>
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<para>
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On any day with scheduled transactions, the number of transactions scheduled
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for that day is displayed on the calendar.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="schedmonthday.png" format="PNG" />
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</imageobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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To view the schedule(s) that fall on that day, move the mouse cursor over the
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highlight and a popup window will be displayed allowing you to view the
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schedule summary.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="schedpopup.png" format="PNG" />
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</imageobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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If more than one schedule falls on that day you can cycle through them using
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the arrow buttons in the upper corners of the popup window.
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</para>
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<para>
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If you find that the display is cluttered with schedules and you only want to
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view one type of schedule, then this is possible from the <guibutton>Select
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Schedules</guibutton> dropdown. After clicking on this button the different
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schedule types are listed and are checked by default
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</para>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="schedcaltypes.png" format="PNG" />
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</imageobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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To remove a type from the calendar view simply uncheck it in the list.
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</para>
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</sect1>
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<sect1 id="details.schedules.entering">
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<title>Entering scheduled transactions</title>
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<para>
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Entering a scheduled transaction means actually entering a transaction into
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the appropriate ledger, using the details specified in the schedule.
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Scheduled transactions can be entered in one of four different ways:
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</para>
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<itemizedlist>
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<listitem><para>Manually by right clicking on the list entry</para></listitem>
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<listitem><para>Manually via the popup window in the calendar view</para></listitem>
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<listitem>
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<para>
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&kappname; can enter them with or without your interaction upon startup
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</para>
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</listitem>
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<listitem>
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<para>
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&kappname; can enter them with your interaction during online banking or
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import of an electronic bank statement
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</para>
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</listitem>
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</itemizedlist>
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<sect2>
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<title>Manually entering scheduled transactions</title>
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<para>
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You can enter a scheduled transaction manually by right clicking on the list
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entry and selecting <guimenuitem>Enter</guimenuitem> from the popup menu or by
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clicking on the <guibutton>Enter</guibutton> button on the popup window in the
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calendar view.
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</para>
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</sect2>
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<sect2>
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<title>Confirming the transaction to enter</title>
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<para>
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After selecting either method the Enter Scheduled Transaction dialog window is
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shown prompting you with the required information that was entered when you
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created the schedule.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="enterschedule.png" format="PNG" />
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</imageobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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This information can be changed, and the changes can be applied to just this
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one instance of the schedule or to all subsequent transactions. After
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checking that all the data is correct clicking on <guibutton>OK</guibutton>
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will add the transaction to the ledger and update the next due date of the
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schedule to the next occurence. If you have changed any of the transaction
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data a further confirmation of what you changed will be displayed, giving you
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a final chance to accept or reject the changes.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="confirmenter.png" format="PNG" />
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</imageobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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Select what you want to do with the information presented and click
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<guibutton>OK</guibutton> or <guibutton>Cancel</guibutton>.
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</para>
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</sect2>
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<sect2>
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<title>Letting &kappname; enter the scheduled transaction(s) for you</title>
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<para>
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Alternatively, &kappname; can check which schedules are due upon startup and
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enter them for you if the appropriate option was checked when setting up the
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schedule.
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</para>
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<para>
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If the option was not checked then &kappname; will open the previously
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mentioned dialog and you can follow the steps mentioned there. &kappname;
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will also open the dialog if the amount is an estimate so you can enter the
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real amount.
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</para>
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<para>
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You can also opt to have &kappname; not check which transactions are scheduled
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on startup by deselecting the option in the Settings dialog and any overdue
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transaction or transactions due 'today' will be shown in the Home view for you
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to enter manually.
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</para>
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</sect2>
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</sect1>
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</chapter>
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