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675 lines
22 KiB
675 lines
22 KiB
<?xml version="1.0" encoding="UTF-8"?>
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<chapter id="details.ledgers">
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<chapterinfo>
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<authorgroup>
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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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<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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</authorgroup>
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<date>2009-07-23</date>
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<releaseinfo>1.0</releaseinfo>
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</chapterinfo>
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<title>Ledgers</title>
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<sect1 id="details.ledgers.view">
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<title>The Ledger View</title>
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<para>
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The Ledger view is where most of the functionality of &kappname; lies. This
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view is for examining and entering transaction data in the various
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accounts. The view is split into three main areas: the filter area, the
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transaction list, and the input area.
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</para>
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<para>
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This view allows for several key actions: searching and viewing transactions,
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entering new transactions, and editing or deleting existing
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transactions. Other functionality includes modifying account details and
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reconciling the account.
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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="ledgerview-numbered.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Ledger 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 view has three elements:
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</para>
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<itemizedlist>
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<listitem><para>The filter area</para></listitem>
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<listitem><para>The transaction list</para></listitem>
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<listitem>
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<para>
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The transaction input form, which may or may not appear, depending upon
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your configuration.
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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>The filter area</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="accountdropdown.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Filter area</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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You can select an account via the account dropdown list at the top of the view
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area. Note that depending upon the type of the account the <link
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linkend="details.ledger.transactionform">transaction input form</link> at the
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bottom of the view changes.
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</para>
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<para>
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To the right of the account dropdown list, are two additional fields. The
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search box acts as a filter on the transactions that are shown in the list
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view. Only transactions that include the text typed in the search box are
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displayed. The text specified can be in any of the fields of the transaction.
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The status field is a dropdown list. Only transactions of the type selected in
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that dropdown are displayed.
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</para>
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</sect2>
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<sect2>
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<title>The transaction list</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="translist.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Transaction list</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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After you have entered a transaction, it is displayed in the transaction list.
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You can also change transaction properties or even create new transactions
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directly in the list. In the transactions list, the default arrangement of
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transactions is sorted by date with the most recent transaction on the bottom.
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Clicking the Right Mouse Button on the header of the transaction list brings
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up a dialog that allows you to change the sort order of the transactions. You
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can change the default sort order in the <link
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linkend="details.settings.register.sorting">Sorting tab</link> section of the
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<link linkend="details.settings">&kappname; Settings</link> Chapter.
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</para>
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</sect2>
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<sect2>
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<title>The transaction input form</title>
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<para>
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The exact layout of the bottom area of the ledger view depends on your
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configuration and the type of account being displayed. However, it generally
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includes fields for all the details of a single transaction, as well as
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buttons for various actions that can apply to a transaction. It is described
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in more detail in the following sections.
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</para>
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</sect2>
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</sect1>
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<sect1 id="details.ledger.transactions">
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<title>Entering Transactions</title>
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<para>
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There are two methods of entering transactions into the ledger: using the
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transaction input form and entering the data directly into the transaction
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list. The transaction input form is displayed by default and this is the
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method we will discuss first.
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</para>
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<para>
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The fields in the input area match the information fields in the transactions
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list. Additional fields include the Memo field, for a more detailed
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description of the transaction, and a Category selection. The Split button
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allows you to split the transaction into multiple categories.
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</para>
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</sect1>
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<sect1 id="details.ledger.transactionform">
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<title>Using the transaction input form</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="transactionform.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Transaction Form</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 transaction input form at the bottom of the ledger view is the interface
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for creating transactions.
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</para>
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<para>
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Depending upon the type or method of transaction you wish to enter there are
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several tabs available on the transaction form. Click on the tab that best
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describes your transaction (deposit, transfer, or withdrawal) and the form
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will load several fields ready for your input.
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</para>
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<para>
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Please note that the actual transaction method is not used directly by
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&kappname; but is purely for grouping/reporting purposes.
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</para>
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<para>
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If you are unsure which method to choose simply use Deposit for any money
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going into the account, Withdrawal for money coming out of the account, and
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Transfer for money moving from one account to another. The transaction
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methods and the differences between them are discussed in more detail
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elsewhere.
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</para>
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<para>
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Select the transaction method by clicking on one of the tabs.
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</para>
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<sect2>
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<title>The fields of a transaction</title>
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<para>
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Enter the information using the following notes on the available fields. Note
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that many fields have 'Auto Completion' turned on. That is, if you start
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typing, &kappname; will offer alternatives matching the characters you have
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entered so far. To select an entry click on it using the mouse or keyboard,
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or if your entry is not listed keep typing to add the new value. The next
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time you type the value in, &kappname; will find it for you after the first
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few characters have been input.
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</para>
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<sect3>
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<title>The Payee</title>
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<para>
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The Payee is who the money came from/to. If the payee is a new entry
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&kappname; will ask if you wish to add this to the list of Payees. Any other
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information related to a payee or payer, such as address details can be
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updated in the Payees view later.
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</para>
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</sect3>
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<sect3>
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<title>The Category</title>
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<para>
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The Category associates a transaction with an income or expense category for
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accounting and reporting purposes, and enables you to group certain
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transactions. Type the name of the category into the required field. If you
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have entered the category and it does not exist then &kappname; will ask if
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you want to create a new one.
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</para>
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<para>
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If you wish to associate parts of the transaction with different categories,
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&kappname; can let you do that. An example transaction might be a cash
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machine withdrawal of 50 of which you use 10 on food, 20 on beer and 20 as
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spare cash. The transaction will therefore be assigned three categories:
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Food, Beer, and Cash. To do this, you need to use <link
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linkend="details.ledgers.split">Split Transactions</link>, which is described
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in more detail below.
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</para>
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<para>
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See the special <link linkend="reference.widgets">&kappname; fields</link>
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section for more information on how to use this field.
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</para>
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</sect3>
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<sect3>
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<title>The Memo</title>
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<para>
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A multi-line memo can be entered if you wish to help you remember what the
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transaction was for.
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</para>
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</sect3>
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<sect3>
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<title>The Check Number</title>
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<para>
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The check number can be entered if needed. Note that the check number can
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always be visible if desired. This is configured in the Settings dialog.
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</para>
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</sect3>
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<sect3>
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<title>The Date</title>
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<para>
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The transaction's posting date must be entered to specify when the transaction
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took place. See the special <link linkend="reference.widgets">&kappname;
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fields</link> section for more information on how the date input field can be
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used to make entering dates quicker and easier.
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</para>
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</sect3>
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<sect3>
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<title>The Amount</title>
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<para>
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Finally, enter the transaction amount into the required field. Note that a
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simple calculator can be displayed, either by clicking the icon to the right
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of the amount field, or by entering the % character into the field, or by
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entering a formula, as in <emphasis>12 + 3</emphasis>. When entering the plus
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sign, the calculator will be opened.
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</para>
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<para>
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When you are satisfied that all the fields have been filled in correctly,
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click on <guibutton>Enter</guibutton>. If you accidentally press or click on
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<guibutton>Enter</guibutton> before you have finished entering all the data,
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click on <guibutton>Edit</guibutton> to resume entering the data.
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</para>
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</sect3>
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</sect2>
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</sect1>
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<sect1 id="details.ledger.direct">
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<title>Directly inputting transactions into the list</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="transactionform-off.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Direct Transaction Entry</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 second method of entering transactions into the ledger involves editing
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the transaction list itself directly.
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</para>
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<para>
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To do this you must first let &kappname; know that you don't want to use the
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transaction form by opening the settings dialog and unchecking the
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<guilabel>Show transaction form</guilabel> option.
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</para>
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<para>
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This is performed by selecting <guimenu>Settings</guimenu>
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<guimenuitem>Configure &kappname;</guimenuitem> from the menu bar and
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selecting the <guiicon><inlinemediaobject><imageobject><imagedata
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fileref="ledgers_view.png"/></imageobject></inlinemediaobject>
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Register</guiicon> icon from the list on the left. The option to uncheck is
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labeled <guilabel>Show transaction form</guilabel>. When finished click on
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<guibutton>OK</guibutton> to be ready to directly enter transactions.
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</para>
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<sect2>
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<title>Starting the edit</title>
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<para>
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To enter a new transaction into the register you can now either click on an
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empty entry, press <keycombo action="simul">&Ctrl;&Insert;</keycombo>, or
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click <guibutton>New</guibutton> at the foot of the window. The
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<keycap>Up</keycap> and <keycap>Down</keycap> arrow keys let you navigate
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through the list. After pressing <keycap>Enter</keycap> or double clicking on
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an entry, the transaction list displays the fields required to enter the
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transaction and waits for input.
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</para>
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<para>
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To move through the fields press the <keycap>Tab</keycap> key and when done
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press <keycap>Enter</keycap> to save the changes or <keycap>Esc</keycap> to
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cancel.
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</para>
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<para>
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In case the option <guilabel>Use Enter to move between fields</guilabel> is
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selected, the <keycap>Enter</keycap> moves to the next field just as the
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<keycap>TAB</keycap> key except for the last entry field where it stores the
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data.
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</para>
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<para>
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Which method you use to enter transactions is up to you and is a matter of
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personal preference.
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</para>
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</sect2>
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</sect1>
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<sect1 id="details.ledgers.split">
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<title id="details.ledgers.split.title">Split Transactions</title>
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<para>
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The Split transaction feature allows you to divide up a transaction into
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multiple categories, representing, for example, the different items bought
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with a single purchase at a store.
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</para>
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<para>
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To enter a split transaction, using either the transaction input form or the
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transaction list, start a new transaction as normal, including entering the
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total amount. Then, instead of selecting a category, click the
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<guibutton>Split</guibutton> button. If you have already selected a category,
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that becomes the first entry in the split editor screen.
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</para>
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<para>
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In the split editor screen, double-click an empty line to enter a new
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sub-transaction or press <keycombo
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action="simul">&Ctrl;&Insert;</keycombo>. Specify the category, add an
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(optional) memo, and enter the amount. To save this part of the split, press
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the green check mark under the category. To cancel, press the red cross.
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</para>
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<para>
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After entering a split, the bottom of the split editor shows how much of the
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total transaction is still unassigned. After entering all the splits, press
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the <guibutton>OK</guibutton> button to save the entire transaction. If there
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is still an unassigned amount, you will be prompted to either return to
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editing the splits, change the total transaction amount, or leave part of the
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transaction unassigned.
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</para>
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<para>
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Note that the category field in the transaction input form or the transaction
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list now displays <emphasis>Split transaction</emphasis>.
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</para>
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<para>
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<screenshot>
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<screeninfo>Split transactions</screeninfo>
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<mediaobject>
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<imageobject>
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<imagedata fileref="split_transaction.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Split transaction</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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</sect1>
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<sect1 id="details.ledger.edit">
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<title>Editing transactions</title>
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<para>
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To edit a transaction, select it in the list view and either click on
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<guibutton>Edit</guibutton> in the transaction input form or right click on
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the entry and select <guimenuitem>Edit</guimenuitem> from the popup menu. If
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you are editing transactions directly in the list you can edit the transaction
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simply by double clicking on an entry or by pressing <keycap>Enter</keycap>
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when a transaction is highlighted.
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</para>
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</sect1>
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<sect1 id="details.ledger.delete">
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<title>Deleting transactions</title>
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<para>
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To delete a transaction, select it in the list view, right click on the entry,
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and select <guimenuitem>Delete</guimenuitem> from the popup menu when it
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appears, or click <guibutton>Delete</guibutton> on the transaction form.
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</para>
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</sect1>
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<sect1 id="details.ledgers.match">
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<title id="details.ledgers.match.title">Matching Transactions</title>
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<para>
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Generally, when importing transactions, either via QIF, OFX, or HBCI, KMyMoney
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will automatically attempt to match them against existing transactions. To
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allow for differences in the dates, there is a default setting of 4 days,
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which may be changed in the settings - Register/Import. Any transactions so
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matched will be highlighted in green. On completion of the import, you should
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review these and either accept or unmatch them.
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</para>
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<para>
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If you should find that an imported transaction was not automatically matched
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with an existing transaction when it should have matched, then it is possible
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to match them manually. Note that there is a difference between manually
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matching two transactions and simply deleting one of them, even though they
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may appear to have the same effect. Specifically with OFX or HBCI, it is
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important not to delete the imported transaction, because you will find that
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the next time you import your transactions, the deleted transaction shows up
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again. This is because modern import formats like OFX and HBCI use a
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<quote>Transaction ID</quote> to identify transactions. When you delete the
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imported transaction, the transaction ID goes with it, so the importer has no
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way to know this transaction was already imported.
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</para>
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<para>
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The solution is to tell &kappname; that the transactions are the same, using
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the manual matching interface. This allows you to match an imported
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transaction with a hand-entered (non-imported) transaction. To do so, select
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one of the transactions to be matched by clicking on it, then select the other
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by left clicking on it while pressing the Ctrl key, and then select
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<guimenuitem>Match</guimenuitem> from the context menu. This changes the
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background color to a pale green. This will match and combine the two
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transactions together. The values of both transactions must be the same for
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the match to work, except that the dates may differ by the window specified in
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the settings, as described above. If you are happy with the result, right
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click the matched transaction, then select <guibutton>Accept</guibutton>.
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</para>
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<para>
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During import of online statements - either directly or by importing a
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downloaded file - &kappname; performs matching as best as it can based on the
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name of the payee and the amount of the transaction. In case of an invalid
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match, a matched transaction can be unmatched.
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</para>
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<note>
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<para>
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The matching interface will not allow you to match two transactions which
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have both been imported. Likewise, it won't allow matching between two
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transactions which have both been entered by hand.
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</para>
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</note>
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</sect1>
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<sect1 id="details.ledgers.cleared">
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|
<title>Understanding the Cleared State</title>
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<para>
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|
A transaction can have one of three states: non-reconciled, cleared (C), and
|
|
reconciled (R). When you enter a transaction, it has state
|
|
non-reconciled. Once the bank posts the transaction, the user can clear it
|
|
and thus transform it to state (C). When you receive a statement from the
|
|
bank, all cleared transactions should be on the statement.
|
|
</para>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<screeninfo>Understanding the cleared state</screeninfo>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="cleared_state.png" format="PNG" />
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>cleared state</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
|
<para>
|
|
When you <link linkend="details.reconcile">reconcile your account</link>, you
|
|
actually mark the statements as cleared and check that the difference between
|
|
the beginning balance and the cleared transactions equals the ending balance
|
|
of the statement. When this is the case, you can 'finish reconciling' which
|
|
actually changes the state of all cleared transactions (C) to reconciled (R).
|
|
</para>
|
|
|
|
<para>
|
|
If you try to edit a transaction with at least one split marked as reconciled
|
|
(R), you will be warned.
|
|
</para>
|
|
|
|
<para>
|
|
A fourth state is defined (frozen (F)) but there's currently no way to set
|
|
it. It is reserved for future use. Nevertheless, if a transaction has at least
|
|
one split in state frozen it cannot be edited anymore.
|
|
</para>
|
|
|
|
</sect1>
|
|
|
|
<sect1 id="details.ledgers.settings"><title id="details.ledgers.settings.title">Changing Transaction Settings</title>
|
|
|
|
<para>
|
|
There are several settings options that change the appearance and behaviour of
|
|
the ledger view in terms of transactions. These settings are found by
|
|
selecting <guimenu>Settings</guimenu> <guimenuitem>Configure
|
|
&kappname;</guimenuitem> from the menu bar, and selecting the
|
|
<guiicon><inlinemediaobject><imageobject><imagedata fileref="ledgers_view.png" />
|
|
</imageobject></inlinemediaobject>Register</guiicon> icon from the list on the
|
|
left.
|
|
</para>
|
|
|
|
<para>
|
|
Most of the settings are self explanatory. For clarity, several of the
|
|
settings are explained below.
|
|
</para>
|
|
|
|
<itemizedlist>
|
|
<listitem>
|
|
<para>
|
|
Show transaction form (under the Display tab) - toggle to hide the
|
|
transaction input area at the bottom of this screen. Transactions can
|
|
still be entered directly into an empty line at the end of the transaction
|
|
list, through an automatic compact entry area.
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
|
|
<para>
|
|
These images show what direct transaction entry looks like compared to the
|
|
transaction form.
|
|
</para>
|
|
|
|
<para>The transaction input form</para>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<screeninfo>The transaction form</screeninfo>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="transactionform.png" format="PNG" />
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>Transaction form</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
|
<para>Transactions entered directly</para>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<screeninfo>Transactions entered directly</screeninfo>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="transactionform-off.png" format="PNG" />
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>Direct input</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
|
<itemizedlist>
|
|
<listitem>
|
|
<para>
|
|
Keep changes when selecting a different transaction/split - by selecting
|
|
the next line in the transaction list or split editor, the changes are
|
|
kept, instead of the default behaviour where you have to push the green
|
|
check mark to save changes.
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
|
|
</sect1>
|
|
|
|
<sect1 id="details.ledgers.other">
|
|
<title id="details.ledgers.other.title">Other Functionality</title>
|
|
|
|
<para>
|
|
Additional options are available from the <guimenu>Transaction
|
|
Options</guimenu> menu, accessed by right-clicking any transaction in the
|
|
list.
|
|
</para>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<screeninfo>The transaction options sub-menu</screeninfo>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="ledger_more.png" format="PNG" />
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>Transaction options</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
|
<para>
|
|
Options include jumping to the Payee's page, creating a schedule, and changing
|
|
the reconciled or cleared indication.
|
|
</para>
|
|
|
|
<para>
|
|
To edit the account information from the ledger view, select
|
|
<guimenu>Account</guimenu> from the menu bar. From this menu, you can change
|
|
the account details, or bring up the Reconcile menu, which allows you to match
|
|
transactions against an official bank statement or credit card notice.
|
|
</para>
|
|
</sect1>
|
|
</chapter>
|