Cashbook Complete Help Contents
   Cashbook Complete

Below are the help topics available for Cashbook Complete.  You may need to use the scroll bar to see entries not currently visible in the Help window.

Cashbook

Contact Management

Invoicing

Quotations

Report Writer

Reports

Setup & Administration

Time and Cost

NOTE:-  For this help file, text in Italic is only applicable if you have the relevant module.


Cashbook Help Contents

The help topics available for the cashbook are :-

Bank Reconciliation

Bills To Pay

Cash Jobs or Cash Purchases

Categories

End of Year Procedure

General Procedure

Importing

Overview

Payments Received

Recalc Button

Reports

Setup

Split Transactions


Cashbook - Overview

General Procedure     Reports     Setup     Split     Bank Rec     End of Year     Recalc     Delete Old Data

The cashbook has been designed in such a manner that you can easily do your own book work and VAT/GST/TAX returns during the year.   You still need to have your accounts prepared by a qualified accountant at the end of the year.  The cashbook reports will give your accountant all the information required to prepare your accounts with minimal effort.

With a cashbook the Cash Profit is simply the Total Income less the Total Expenses.  The True profit takes into account depreciation, etc. and is calculated by your accountant at the end of the year.

For more information see General Procedure


Cashbook - General Procedure

Overview      Reports     Setup     Split     Bank Rec     End of Year     Recalc     Deleting a Line     Deleting Old Data     Cash Jobs or Cash Purchases

The cashbook module is the financial heart of the program.  Every cheque you write and every deposit you make should be entered into the cashbook.  The B (Banked) column should be ticked when the item appears on a Bank Statement.

Items shown in Italics are only relevant if certain modules have been selected during setup.

The general procedure for adding transactions to the cashbook is:

1.  Enter the date on which the transaction occurred,  Enter the date you wrote the cheque out or the date you banked a deposit.  If you enter a double quote (``) then the last cheque`s date will be copied down.

2.  Enter a Reference  You can put a cheque number, customer, or DD for Direct Debit or AP for Automatic Payment or VISA or any other reference information in the reference field.  If you enter a double quote (``) when the line above is a number, then the next reference number will be entered for you.

3.  Enter a Category  If the whole transaction falls into one category of income or expense, then choose the category from the drop down list.   If one transaction is related to two or more categories, projects or project items then use a `split` transaction.  Simply enter `split` in the category column and the split entry form will open so that you can enter multiple categories, projects and project items for each transaction.  You can double-click on the category box to bring up the split form for an existing split transaction.

4.  Enter the transaction amount  Enter the transaction amount either of the income (deposits) column or the expense (cheques or payments) column.

5.  Enter the VAT/GST/TAX percentage for the transaction or leave it at the default rate from the setup.

6.  Enter Notes  The Notes box is for the line you are currently on.   Press F6 from the VAT/GST/TAX Rate field to enter Notes box if you wish.

7.  Enter the Project Details if the transaction is related to a project  Enter the project and project Item that the transaction is related to and any additional notes.  Entering project details in the cashbook will post values into the actual column of the project costs.

8.  Invoice Details (INV, From, On) These fields display the Invoice details for the line you are currently on.  (You can select the Invoice here, and mark it off as paid, but it is better to do that through the Payments Received screen).  If you want to keep track of the amount of money you have paid to various creditors, you can select the creditor in the From box.

After entering a transaction a new blank line will be available for the next entry, and the running total bank balance will be updated.


Cashbook - End of Year Procedure

Reports     Bank Rec     Year 2000     Delete Old Data

At the end of the financial year you need to provide your accountant with the required financial information for him or her to prepare a set of accounts for Inland Revenue.

This procedure is best done on the first day of the new financial year to make the Bank Reconciliation correct for the Year End.

1.  Make sure that the Cashbook is up to date  Enter all payments and deposits from your cheque and deposit books irrespective of whether they have been listed on your bank statement or not.

2.  Press the Recalc Button in the Cashbook. This makes sure that all the calculations in the cashbook are correct and have not been corrupted by power surges, etc.

3.  Do a Bank Reconciliation. Make sure that the Bank Statement Balance in the Cash Book, and the Closing Balance on the Bank Statement are the same.  If not then you need to find the errors and correct the cashbook.

4.  Print the Cash Book Summary  Print the Cash Book - Summary Report using the Start and Finish dates of the year in question

5.  Print the Detailed Cashbook Report  Print the cashbook - Detailed Report using the Start and Finish dates of the year in question

6.  Print the Transaction Report  Print the cashbook - Transaction Report using the Start and Finish dates of the year in question.

7.  Print the Bank Rec  Print the Bank Reconciliation

8.  Repeat for each Account  If you have used several bank accounts then repeat steps 1 to 6 for each Account

9.  Finish all your Invoicing for that Financial Year  If you have any Incomplete Invoices then complete them or schedule them for the next Financial Year.  Make sure that all your Invoicing for that Financial Year is Complete, and that you don`t enter any more invoices for that financial year.

10. Print the Invoices Outstanding Report  Print the Invoices Outstanding Report

11. Enter the Next Year End Date  in the Setup Wizard under the File menu

You should now have the information required for your accountant to prepare your year end accounts.

You may also want to purge the data from the year before last (In the File, Purge menu)


Cash Book Reports
Cash Book - Reports

Reports - Contents     End of Year

Cash Book - Bank Reconciliation

This report lets you do a Bank Reconciliation at the click of a button.  It Lists the Cash Book Balance, followed by all the unpresented Cheques and Deposits followed by what the Bank Statement Closing Balance should be.

Important !!  You should always do a Bank Reconciliation whenever you get a Bank Statement and make sure that the Closing Balance as shown on the Bank Statement is the same as the Bank Statement Balance as shown in the Cash Book.

Cash Book - Transaction Report

The Cash Book Transaction List is simply a print out of what you see in the Cash Book.  You can also make your own Transaction Report with the Report Writer.

Cash Book - Detailed Report

This report lists all the Cash Book Transactions between the dates specified, and groups them by Category. You can also make your own Detailed Report (Report by Category) with the Report Writer.

Cash Book - Summary

This report lists the Total for each Category of all the Transactions between the dates specified.


Cashbook - Setup
Cashbook Setup

Setup Wizard     Categories      Deleting a Line     Delete Old Data

For each bank account your business operates you can create a cashbook, which will record all the transactions made in that account.   Before using the cashbook, you need to set up the categories, account names, and the account Opening Balances as follows :-

1.  Check the Cashbook Categories Select Cashbook from the Top Menu, and then select Categories Setup.  Modify the categories to suit your business.

2.  Enter your Account Numbers  Select Cashbook from the Top Menu, and then select Accounts Setup.  Then enter your account type and number.  For example if you have a Cheque Account, a Savings Account and a Term Deposit Account, enter Names such as Cheque  060169 0090888 01,  Savings 060169 0090888 25,  Term Deposit,  etc.

3.  Enter the opening balance  Select a Bank Statement from which you wish to start (preferably the start of the financial year), and enter the opening balance.

4.  Enter all the Items from your Bank Statements  Open the cashbook, and enter all the items from the first selected Bank Statement.

5.  Do a Bank Rec  Do a Bank Reconciliation after entering each Bank Statement

6.  Repeat 4 and 5  Repeat steps 4 and 5 for all subsequent Bank Statements which have not been entered.

7.  Change the Dates  Change the dates for each cheque item in the cash book to be the date on which the Cheque was written rather than the date on which it was presented.  (You can leave this step and step 8 out if you wish, but it would mean that you always enter the data from your bank statements, rather than from your cheque and deposit books.  Although it is a bit easier,  the disadvantage of this method is that you won`t know the amount of money which you have on hand.  ie. The Cash Book Balance.)

8.  Enter all the Items from your Cheque / Deposit Books  Enter all the items in your cheque book and deposit book which have been made after your last bank statement.

Your cashbook is now set up and ready to use.

By entering your cheque and deposit information from your cheque and deposit books on a regular basis, you will always know how much money you have available by looking at your cashbook balance.


Cashbook - Categories
Cashbook Categories

Cashbook Setup     Deleting a Category     Balance Sheet Categories

The cashbook categories need to be set up before using the cashbook.  It is important to set up the categories in such a manner that they give you useful reports.   The cashbook is initially set up with default categories, but you can either :-

1.  Add a new category at the bottom of the list.

2.  Delete an existing category by placing the cursor on it and then selecting Delete Line from the Edit menu.

3.  Rename an existing category by simply over-typing it.

Income categories are for your sales / income.  Expenses are for your costs / expenses.  Balance sheet items are those items where although there is a transaction of some nature, it does not directly affect your cash profit.

If you put a category in the Balance Sheet section when it should be in the Expense section or vice versa, then you can always move it later.  A lot of cash books do not have a Balance Sheet section, so you could simply put everything under either the Income or Expense sections.  The cashbook would still calculate the VAT/GST/TAX correctly.

Some accountants may request that you use specific codes for each category so that they can simplify the preparation of the year end accounts.  To do that simply prefix each category with the corresponding code (eg. 470 Telephone).


Cashbook - Categories - Balance Sheet Items
Cashbook Categories - Balance sheet Items

Cashbook Categories

Income and Expenses are easy to understand, but balance sheet items are a bit harder.   Balance sheet items are those items where although there is a transaction of some nature, it does not directly affect your cash profit.   For example :-

1.  Transfer  If you transfer money from one bank account to another, that does not affect your cash profit.

2.  Assets  If you purchase an asset, the asset will affect your bank balance, but not your cash profit.  An allowance for depreciation will be made by your accountant at the end of the year.

3.  Drawings  If you take drawings (Salary) out of the company, you are taking some of the profit out of the company, but you are not affecting the profit you make.

4.  VAT/GST/TAX Paid to the Tax Department  You will have been collecting VAT/GST/TAX on behalf of your Country/State.  The VAT/GST/TAX payments you make to them are therefore not an expense.

If you put a category in the Balance Sheet section when it should be in the Expense section or vice versa, then you can always move it later.  A lot of cash books do not have a Balance Sheet section, so you could simplify matters by putting everything under either the Income or Expense sections.  The cashbook would still calculate the VAT/GST/TAX correctly.


Cashbook - Recalc Button

The `Recalc` button recalculates the bank balances if for some reason the database has been corrupted (eg. The power to the computer went off while entering a transaction), or if Dates have been changed, etc.


Cashbook - Split Transactions
Split Transactions

Deleting a Line

Split transactions are used to show a series of costs as one entry in the cashbook, for example a VISA bill. When the split category is selected, a split entry form will open.

Enter each item included in the split transaction ( for example each item on a VISA bill).  When the form is closed, only the totals will be shown in the cashbook line. The information for each item in the split transaction is still stored separately. To view (zoom into) the details of a split transaction, double click on the split category, or click the Split button.

Split Transactions can also be used to split items such as your Motor Vehicle expenses between business and private.  For example if you allocate 75 % of your motor vehicle use to the business, and you purchase $ 40 of petrol, then you could enter a split entry which has $ 30 as a business expense and $ 10 for drawings (Private use).


Cashbook - Bank Reconciliation
Reconciling The Cashbook With Bank Statements

Reports     End of Year

When you get a bank statement, first check that the opening balance is the same as the current bank balance as shown by the cashbook (in the bank statement box).

Then simply tick each item on the statement and the cashbook as a pair.  If there is an item such as bank fees, interest, or an automatic payment on the bank statement which is not in the cashbook, then enter it.  Check that the amounts are correct as you tick each item.  When you have ticked all the items, the cashbook balance should equal the bank statement closing balance.

Important :- If the balances are not equal, then go through all the items on the bank statement and find where the error is.  If you do not find where the error is, then it will progressively get harder and harder to find where the error is, and you will make life very difficult for yourself or your accountant at the end of the year.

Important :- Print out the Bank Reconciliation after each bank statement, or if you get several bank statements a month, print it out at the end of each month.


Cashbook - Shift Category

If for example you want to change a cashbook category from `Expense` to `Balance Sheet`, then with the arrow keys move down to the category you want to change, and select `Balance Sheet` from the Combo Box.


Payments Received

Deleting a Line

The Payments Received screen enables you to enter all of your bank deposits quickly and easily.  The Payments Received are automatically posted into the Cashbook and Invoice Payments (To mark them off as Paid).  Although you can enter Payments Received directly into the cashbook if you wish (with the same end results), it is easier to enter them through this screen.

To enter payments received :

1.  Select the appropriate account  From the Account drop down box, select the correct account for which the payments should appear in the cashbook.

2.  Check the Date  Either accept the default date, or override the date by typing in your own date.

3.  Select a Company  From the Company drop down box, choose the company for which the payment is from.  If the company does not exist, then you will be prompted to add the new company.

4.  Select an Invoice  The INV drop down box will show you a list of all outstanding invoices for the company selected.  Simply select the invoice that you have received payment for.  If you have received one cheque for several invoices then enter each invoice on a separate line.

5.  Enter the Amount  The amount defaults to the invoices outstanding amount.  It can be overridden by typing in your own amount.  If you are paying too much, or too little, Cashbook Complete will ask you if you are sure you want to process that amount.

6.  Select a Category  From the category drop down box select the appropriate category for the payment.

7.  Enter Notes  If you wish, you can enter miscellaneous notes into this text box.

8.  Repeat Steps 2 to 7  Repeat steps 2 to 7 for all your payments received.

9.  Post to Cashbook  Once you have entered your payments received, simply click on the Post to Cashbook button, and all transactions listed will be posted into the cashbook.  The amount outstanding for each invoice will be updated, and the status will be changed to Paid if appropriate.  When the transactions have been posted, the cashbook screen will load.  If more than one payment was received, then they will be put into the cashbook as a split transaction.


Bills To Pay - General Procedure

Deleting a Line     Retentions / Part Payments

The Bills To Pay screen lets you keep track of the bills you have to pay, and lets you post them into the Cashbook in one easy step.  Although you can enter bills you have paid directly into the cashbook if you wish (with the same end results), it is easier to enter them through this screen.

The general procedure for entering a new bill is :

1.  Select the Appropriate Account  From the Account drop down box, select the correct account for which the bills should appear in the cashbook.

2.  Enter the Date the Bill is Due  Type in the date in which the bill is due.

3.  Enter the Invoice Date  Type in the invoice date.  The Invoice date is important if you calculate VAT/GST/TAX on an Invoice or Accrual Basis.

4.  Enter a Company  From the drop down box, choose the company whom the bill is from.  If the company does not exist, then you will be prompted to add the new company.

5.  Select a Category  From the category drop down box select the appropriate category for the bill (This will be used for the Cashbook later on).

6.  Enter Notes  If you wish, you can enter miscellaneous notes into this text box.

7.  Enter the Amount Type in the amount you were billed for.

The general procedure for paying bills is :

1.  Print out the Bills To Pay (Optional)  If you need to get someone else to approve the bills to pay then you can print it out and give it to that person first.

2.  Write out the Cheques  For each bill you want to pay, Tick its Pay box, and write out a cheque for it.

3.  Print out the Envelopes (Optional)  Tick the Env box for the bills you want an envelope printed and click on the Envelope Print Button.  To print envelopes your printer must have an envelope feeder

4.  Post to the Cashbook  When you have written out all the cheques and printed out all the envelopes you want, press the Post to Cashbook button to transfer these transactions to the Cashbook.

The cashbook balance provides you with a quick check of how much money you have in the bank.


Bills To Pay - Retentions
Bills To Pay - Retentions / Part Payments

If you only want to pay part of a bill because the work is not complete, or is faulty, then simply enter two records, one for the amount you want to pay now, and the other for a date in the future with the remaining amount.


Cashbook - Cash Jobs or Cash Purchases
Cash Jobs or Cash Purchases

Cash Job

If you get paid cash for a job you have done, and you don`t bank the money, then simply enter a double transaction into the cashbook as shown below :-

The Income and Expense amounts cancel each other out, so the bank balance is not effected.  The business received money from a sale and paid it out to you in the form of drawings / salary.  The VAT/GST/TAX is still calculated correctly, and the sale is recorded in the cashbook.  Please Tick the B column for these lines, because they have effectively both been banked.

Cash Purchase

If you purchase an item for your company out of your own money, then you can simply enter it as a double transaction as shown below :-

The Income and Expense amounts cancel each other out, so the bank balance is not effected.  The VAT/GST/TAX is still calculated correctly, and the purchase is recorded in the cashbook.  To understand this transaction, remember that it is from the point of view of the business!   The business had a parking expense, and paid for it by receiving the money from you.  Please Tick the B column for these lines, because they have effectively both been banked.

It is not recommended to put these double transactions into a Split Transaction, because the Nett Amount in the main part of the cashbook can look rather odd (even though it is right).


Cashbook - Importing

You can import cashbook data from MS Money or Quicken, or any other program which supports the .QIF format.

To import the data :-

1.  Export the data to a QIF file from MS Money or Quicken  The import routine accepts either loose QIF or strict QIF.

2.  Import the data  Select Import Cashbook from the Cashbook menu.  If VAT/GST/TAX is enabled, then check that the VAT/GST/TAX rate is correct.  Locate the QIF file name, and press the Import button.  The data will be placed into a new account if it doesnt already exist.

3.  Check the Category Types  Once the data has been imported, please check the categories, and shift them to the appropriate type (Income, Expense or Balance Sheet).  You can shift categories by selecting Categories Setup from the Cashbook menu, and then select Shift Category.

4.  Check the Category Names  Check that the Category names are correct.  Some of them may have been truncated.

5.  Check the Account Details  Check that the Account details are correct (Select Account Setup from the Cashbook menu).  You may want to delete the old account first.  (View help from the Accounts screen).  You can enter the opening balance and do a full bank rec if you want to.

MS Money and Quicken are trademarks of Microsoft and Intuit respectively.


Quoting System Help Contents
Quotations Help Contents

The help topics available for Quotations are :-

General Procedure

Overview

Word Processors


Quotation Overview
Quotations - Overview

General Procedure     Report Writer     Word Processors     Delete     Delete a Line     Add     Delete Old Data

The Quotations module lets you make professional quotes quickly.  If you have entered your products and services, then you can quickly enter the clients name, enter the quantities and other items into the Calculation Sheet, open the word processor, and hey presto, you have the basic framework of your letter done for you too.

Word Processors

If you have Windows 3.11 then Microsoft Write is used as a word processor.  If you have Windows 95, then Microsoft Wordpad is used as the word processor, or if you have Microsoft Word installed, then you can click on the large W to use Microsoft Word.

Margin

This is the profit which you would make on the job and is calculated as the total difference of the sell price less the cost price for all products / services listed on the calculation sheet.


Quoting System - General Procedure
Quotations - General Procedure

Overview     Report Writer     Word Processors      Delete     Delete a Line     Add     Delete Old DataCreating an Invoice from a Quote

1.  Select the client from the list  Open a New quotation screen, and select a client from the list.  If the client has not been entered yet then enter the clients details first.  You can change the address for this quotation if you wish.

2.  Enter a Description for the Quotation  Enter a meaningful description.  It will be used in many places such as lookups, reports and your letter.

3.  Enter the Quote By and Quote For Items  These will be used in the letter and for future reference.

4.  Enter the Items in the Calculation Sheet  These items will determine the value of the quote and will show you the Margin (Profit) of the job.  You can use the small binoculars [image] to select a product or service or employees time if you have already set these up.

5.  Enter the Default Text (If required)  If you havent entered the default text [image] then enter it first.  The default text is used for each new quote you make to define the text before and after the Item List.

6.  Open the Word Processor  Click on either [image] or [image] to make a new word processor document with Wordpad (or Write if Windows 3.11) or Word.  Answer whether you want the details listed or whether you want to insert your own price details.  You will see the initial version of the quotation be entered automatically.   Note: You must have a current printer in the Windows Control Panel for these buttons to work correctly.

7.  Edit the Quotation Document and Print it  Edit the document and print it as required.

8.  Save the Document  When you exit the Word Processor be sure to save it.  You will now see that the word processor icon has changed to blue [image] to let you know next time you open the quote which icon was used for the word processing.


Quotation - Word Processors
Quotations - Word Processors

If you have Windows 3.11 then Microsoft Write is used as a word processor.  If you have Windows 95, then Microsoft Wordpad is used as the word processor, or if you have Microsoft Word installed, then you can click on the large W to use Microsoft Word.

Compatibility

Microsoft Word 6.0 (for Windows 3.11) and Word 7.0 (for Windows 95) and Microsoft Wordpad (for Windows 95) are all compatible with each other, so it is best to use one of these three products.  Wordpad comes standard with Windows 95 and is a great little word processor.  Word 8.0 (part of Office 97) uses a different file format which means that you cannot view it with Wordpad afterwards.

Speed

Wordpad and Microsoft Write open quickly, so for convenience you may wish to stick to using them only.

Buttons

  Create quote using ``Wordpad`` or ``Write``

  Create quote using ``Word``

The buttons turn blue if they have been used before as shown below.

  Re-open quote using ``Wordpad`` or ``Write``

  Re-open quote using ``Word``

Microsoft Word Path

If you have Microsoft Word, and the Large W comes up with the error ``Couldn't start Word for Windows`` then either you dont have Word installed on your computer, or if it is then add the path of where Word is installed to the ``Path`` statement in your ``Autoexec.bat`` file, and reboot your computer.


Time and Cost Help Contents

The help topics available for Time and Cost are :-

Employees

Projects / Jobs

Timesheets

Expenses

Products / Services

Setup Wizard


Projects
Projects / Jobs

Timesheets     Expenses     Delete     Delete a Line     Add     Creating an Invoice from Timesheets and Expenses

If you have a project / job for which you want to track the costs and income, then you can set one up here.  If for a new project, you select the quote for that project, then a lot of the initial setup will be done for you.

Budgets

You can set up a budget for a project, and then allocate costs against those budgets as the project progresses.

Actual Values

The Actual values are calculated from the Time Sheets, Expenses and Cash Book screens.  You can see how the actual cost is made up by clicking on the Magnifying glass for that item.

Income Received

The Income Received is calculated from the Cash Book screens when you allocate a income against a project.

Recalc Button

You can press the Recalc button to recalculate the Actual Values and Income Received.  This should not normally be necessary but has been included just in case the database gets corrupted.  (For example if the power goes off while you are entering data)

Reports

There are two standard types of report available, but you can configure your own reports using the Report Writer.


Employees

Timesheets     Expenses     Contacts

This page records your employee information.  If you want to set up different access rights for different employees and the security check boxes and logon fields are disabled then you must select security in the Setup Wizard first.

The Wage Rate is optional, and is there to keep a record of what their wage rate is.

The Cost Rate is normally the Wage Rate plus about 20 % to 30 %.  This is to take into account the fact that they also have paid holidays and non chargeable time.  The Cost Rate is used together with the time sheet information to calculate project costs.

The Charge Rate is the amount that you charge your customers.  It is used in the invoicing module to create invoices from time sheets.

If you dont use Time and a Half, or Double Time rate then leave them blank.

All other fields are optional.


Time Sheets

Employees     Projects / Jobs     Expenses     Deleting a Line     Deleting Old Data     Creating an Invoice from Timesheets

The Time Sheets screen is to :-

1.  Keep track of the Hours which your employees have worked  You can keep track of your employees time and make reports on their times using the Report Writer.

2.  Keep track of your Project Expenses  You can allocate time against various project items to determine the project costs, and can also make reports on the time spent on each project using the Projects Detailed Report or the Report Writer.

3.  Allow easy Invoicing if you do a Project on an Hourly Rate  If you do some work on an hourly rate, then you can import those times into an invoice for that customer.  For those items to be invoiced be sure to set the Invoice column to `Yes - To be Invoiced`.  After the invoice has been generated, the Invoiced column will read `Done - Has Been Invoiced`.

Hourly Rates Stored

When you enter a Time Sheet item, the employees current (cost) hourly rates are stored as well for that line item.  This is to make sure that the calculations for old data does not change when you change the employees hourly rate.  You can view and edit the hourly rates if you have the `Time and Cost` privileges by scrolling to the right.


Expenses

Employees     Projects / Jobs     Time Sheets     Deleting a Line      Deleting Old Data     Creating an Invoice from Expenses

The Expense screen is to :-

1.  Keep track of the your Employees Expenses  You can keep track of your employees expenses.

2.  Keep track of your Project Expenses  You can allocate expenses against various project items to determine the project costs, and can also make reports on the expenses for each project using the Projects Detailed Report or the Report Writer.

3.  Allow easy Invoicing if you do a Project on a Hourly Rate Plus Expenses Basis  If you do some work on an hourly rate plus expenses, then you can import those times into an invoice for that customer.  For those items to be invoiced be sure to set the Invoice column to `Yes - To be Invoiced`.  After the invoice has been generated, the Invoiced column will read `Done - Has Been Invoiced`.


REPORT WRITER Help Contents

The help topics available for the Report Writer are :-

General Procedure

Formatting Columns

Headers / Grouping

Spreadsheets


Report Writer - General Procedure

Formatting Columns     Headers     Spreadsheets     Deleting a Line     Inserting a Line     Page Setup

The Report Writer lets you configure your own reports and save the templates for future use.

Each row in the report writer screen sets up a column in the report.

The General Procedure for making your report are as follows :-

1.  Give your Report a Name.  This name will printed at the top of the report, and will be used to store the report template for future use

2.  Select the Fields you want to display in the order in which you want them to appear across the page.  Put fields which you want as headers first.

3.  Select the Fields to be displayed as a Heading  If you want fields to be displayed as a heading or sub heading then Check the ``Header`` Check Box for that field.

4.  Preview the Report to check that the layout is as you want it, and make alterations to the Widths and Alignment.

5.  Page Setup Press the `Page Setup` button to set up the Margins and select either Landscape or Portrait to orient your Pages.

6.  Select Totals (Sum) for numeric fields if you want them to have Totals at the end of the report or Group.

7.  Select Sorting for the fields that you want sorted.  You can either sort Ascending or Descending.

8.  Select the WHERE Conditions if you only want to display information that meets certain criteria.  You can select =, >, >=, Like, Between, etc.   With the `Like` keyword, you can do comparisons with wild cards such as * and ?.  For example Like Acc* will select Acclaim,  Accent,  Accroplolis, etc.  With the `Between` keyword, you can select a range between two values.  This is most commonly used for dates.

9.  Preview the Report and make alterations as required


Report Writer - Formatting Columns

Column Widths

The Column Widths are adjusted by altering the Width Box next to the field selected.  The width is roughly the number of characters that will be displayed.  It is not the actual number of characters because different characters have different widths.

Column Alignment

Each column can be either Left, Center or Right aligned.  Text is usually left aligned, numbers are usually right aligned, and Dates are usually center aligned.

Inserting a Blank Column to make a Gap

To insert a Blank Column Select <Blank> from the fields list and adjust width of the Gap

Hiding a Column

To hide a column simply make set its width to zero.  This may be when for example you want to have the report meet certain criteria, but dont want to display the information.


Report Writer - Grouping
Report Writer - Headers / Grouping

In a report you can have headings and group items together.  If you want to use one level of headers / grouping then it must be on the first field.  If you want two levels of headings / grouping then it must be on the first two fields.  You can have sub totals at the end of a group if you select Sum for that field.


Report Writer - Spreadsheets
Reports Writer - Spreadsheets

   You can display the report data in a simple spreadsheet layout by clicking on this Spreadsheet button.

To copy the data into Excel click on the grey square on the top left hand part of the spreadsheet.  This will select all the data in the spreadsheet.  Then press CNTL C.  This will copy the data onto the clipboard.  Then open Excel and press CNTL V to paste the clipboard onto the spreadsheet.


Report Writer - Deleting a Line

  Click on this icon to delete a line in the Report Writer


Report Writer - Insert a Line
Report Writer - Inserting a Line

  Click on this icon to insert a line in the Report Writer


Report Writer - Page Setup

   Click on this icon to adjust the margins, paper size, etc.


Invoicing Help Contents

The help topics available for Invoicing are :-

Credit Notes

General Procedure

Overview

Payments

Payments Received

Products / Services

Setup Letterhead

Setup Wizard

Statements


Invoicing Overview
Invoicing - Overview

General Procedure     Payments     Delete / Edit     Delete a Line     Add     Credit Notes     Delete Old Data

The Invoicing part lets you Bill your clients with three different invoice styles.

You can import your data for the invoice from a Quote, or from the Time and Cost Module.

All new Invoices have a default Terms message which can be edited if required.

You can enter Notes which will be printed at the bottom of the Invoice if you wish.

You can enter part payments, or full payments in the payments panel.  A report can be printed of all the invoices outstanding.

The Invoices have three different states.  They are  :-

`Incomplete` when you create a new Invoice

`Outstanding` after you have printed the Invoice

`Paid` when you have been paid (to within a dollar)

Only `Incomplete` Invoices can be edited.  Only `Outstanding` Invoices can have an entry made in the Paid Panel.  If you have made a mistake, you can Click on the `Pencil Eraser` icon to move the status back a step.


Invoicing - General Procedure

Overview     Payments     Delete a Line     Add     Credit Notes     Delete Old Data     Editing / Deleting a Printed Invoice

1.  Select the Client from the List (If not Imported)  Open a New Invoice screen, and select a client from the list.  If the client has not been entered yet then you will be prompted if you want to add them to the list.  You can change the address for this invoice if you wish.

2.  Enter the Clients Order Number  if they have one

3.  Enter who or what the work was done for  You can enter several lines of data here if you wish by zooming in

4.  Select the Appropriate Invoicing Style  from [image] on the Toolbar

5.  Enter the descriptions and amounts for each line item  If you have entered products and services and / or employee hourly rates then you can select them with the

6.  Print the Invoice Out  If todays date is different to the Invoice Date, you will be asked if you want to change the Invoice date.

If you have already done a quote for the client, then you can import that quote to make a new invoice, or if you are doing a job on an hourly rate plus expenses, then import the data from the client you want.


Products / Services

Quotations     Invoicing     Deleting a Line

If you regularly use the same products or services in your Invoicing or Quotations screens, then you can enter them into the Products / Services screen, so that you can easily look them up.

The Products / Services screen has been included to speed up your Invoicing and Quoting, and to document your products and services, but is not designed to be an inventory (stock control) type system.


Invoicing - Payments

Deleting a Line

Simply enter the date and amount of each payment a client makes against an Invoice in the Payments section on the lower left corner of the screen.  If you do not enter a date then todays date will automatically be entered by default.  If you double-click in the amount column of a new payment record then the software will automatically insert the outstanding amount and todays date.


Invoicing Deleting and Editing
Invoicing - Deleting and Editing

Delete Old Data

Editing

Only `Incomplete` Invoices can be edited  If you have made a mistake, you can click on the `Pencil Eraser` to move the status back a step  (Admin privilege required).  You can then edit it.

Deleting

Only `Incomplete` Invoices can be deleted with the X ! button.  If you want to delete an `Outstanding` Invoice, then click on the `Pencil Eraser` to move the status back a step (Admin privilege required).  You can then delete it.


Credit Note

A Credit Note is made by making an Invoice with Negative ``Unit Prices`` on the Invoice.  When you print it, a Credit Note will be printed instead of an Invoice.

When you make the payment, put a negative amount in the Payments section of the Invoice / Credit Note.


Letter Head Design
Letter Head

You can customise your letterhead by selecting Letterhead Setup from the Invoicing menu.  The letterhead setup screen has five objects which you can customize.  They are :-

1.  Company  Displays your companies name.  Your company name can be edited from the Setup Wizard in the File menu.

2.  Graphic  Displays your companies logo.  You can Insert your own logo

3.  Address  Displays your companies Address, Phone, etc.  Your companies address etc. can be edited from the Setup Wizard under the File menu.

4.  Line  Displays a line.

5.  Header  This is the headers overall size.

A small preview of the header is shown at the top of the screen.  This preview does not show the page margins, and light grey borders are shown around the objects so that you can see where they are.  To see the real preview, click on the Preview button.

If you have your own letterhead which you want to use, you can make all the objects invisible, and adjust the Header Height to suit your letterhead.


Inserting your Logo
Inserting Your Companies Logo

Inserting your logo is simply a cut and paste from Microsoft Paint, but often needs some preparation, and needs to be done by someone with reasonably good computer skills.

To insert your logo, you need to make a bitmap (.BMP) file with your logo in it first.  You can create a .BMP file either by :-

1.  Converting from another format  If you have your logo on disk then ask your graphics designer to save it as a .BMP file.

2.  Scanning it in  Your logo can be scanned in from your letterhead.  This can often be done by Printing / Photocopying centres if you do not have a scanner.

3.  From Word etc.  If you have it as an object in Word or some other program, then try cutting and pasting it into Microsoft Paint, and then save it.

4.  From the Screen  If you can display it on the screen, but cannot cut and paste it into Microsoft Paint, then display it on the screen, press `Alt Print Scrn` (to place a copy of the screen on the clip board), open Microsoft Paint, and select File Paste from the menu.  You should now see a copy of the entire screen you saved earlier on.  Now select the little rectangle on the toolbar, and select only the logo with the rectangle.  Press Ctrl C to place the logo on the clip board, select `File New` and paste it back on again.  When you have finished save the file.

The final .BMP file needs to have enough resolution to print out neatly, but should also not be too large, because printing will slow down, and backups will become unnecessarily large.  Typically the .BMP file would be 256 colours and around 100k to 300k in size.  Avoid using a BMP file over 300k because the database would take longer to backup.

After you have created your .BMP file, Open it with Microsoft Paint, select `File, Select All`, and then `File, Copy`.  Then click on the existing logo in the Letterhead setup screen (it should become highlighted) and press `Ctrl V` to paste it in.  Your logo should now appear instead of the old one.  You can resize it and position it to suit.

It is possible to cut and paste the logo from all sorts of applications, but it is strongly recommended that you only cut and paste from Microsoft Paint.  Cutting and pasting from other applications has caused intermittent problems, and also takes a lot longer to print, because it relies on that application to do the printing.


Statements

If you want to send a statement to all your customers who have an amount outstanding, then enter 0 in the `Days Old` box.

If you want to only send statements to accounts which are more than a certain number of days old then enter that number in the `Days Old` box and print them out.

You can select individual customers by picking them out with the combo box.  The combo box will only show customers who meet the Days Old criteria.

You can adjust the Statement Date shown on the statements. (For example to show the last day of the month).


Quick Keys

In many screens there are certain Quick Keys or ``Keyboard Shortcuts`` available (with corresponding buttons in the screen header) to help speed up regular tasks that you are likely to perform.  Pressing a Quick Key has the same effect as clicking on the corresponding button in the header section of the form.

F1 = [image] Help

F5 = [image] Lookup  Lookup a record for the current screen from a list.

F8 = [image] Delete    Delete the current record.

F9 = [image] New       Add a New record.

F10 = [image] Close Close the current screen.


Administration

The following Administrative functions are available from the File menu :-

1.  Backup The practice of keeping regular backups of your cashbook is strongly recommended. To help you do this, Cashbook Complete will remind you periodically, but you can also select Backup from the File menu.More information on Backups

2.  Restore If you do need to do a Restore, select Restore from the File Menu.  It is recommended that you make another backup of your cashbook before restoring the old one (in case you change your mind, or the restored database is corrupt as well).

3.  Repair and Compact  If the database gives an error something like `The database is corrupt.  Please Repair and Compact the Database`, then select it from the File menu.  The database can become corrupt if for example the power goes off while you are entering some data.  When you select this item, the Cashbook and Projects are recalculated as well.  It would be a good idea to Repair and Compact the Database about once a month.

4.  Purge  (Delete Old Data)  You can purge old data to reduce the size of your database, you can select it from the File Menu.  To recover the disk space after the purge, you need to run Repair and Compact as well.


Year 2000

License Agreement

Acclaim Software Ltd warrants that this product will :-

1.  Accurately process date-related data after 31st December 1999

2.  Allow four digit years to be displayed wherever a date is displayed

3.  Correctly process leap years, including the year 2000

This warranty is subject to the terms and conditions stated in the License Agreement.

It is recommended that the software be configured to display a 4 digit year (Select Setup Wizard from the File menu).  All dates from the 1st January 2000 onwards will be displayed with four digit years regardless of whether the date format is two digits or four digits.


Deleting Line Items

Select `Delete Line` from the `Edit` menu or :-

1. Click on the grey box to the left hand side of the line you want to delete. (as shown in the example below)

2. Press the Delete key on your keyboard. (or select Edit, Delete from the menu at the top of the screen)


Desk Top Icon
Placing an Icon on your Desk Top

If you are using Windows 95 and wish to place an Icon to start this software on your desk top, the procedure is as follows :-

1. Click on Start button with your right mouse button.

2. Click on Open

3. Double Click on the Programs folder

4. Double Click on the Cashbook Complete folder

5. Click on the Cashbook Complete Icon and then press Ctrl C to place the icon on the clipboard

6. Close all programs down, click somewhere on the desktop, and press Ctrl V to paste the icon onto the desk top.


Setup and Administration
Setup & Administration

Backup, Restore, Repair, Compact, Purge

Placing an Icon on your desk top

Setup - Cashbook

Setup - Network

Setup Wizard

Year 2000


License Agreement

Please close this window when you have read the License Agreement.

IMPORTANT :  Please read this License carefully before using the software.  The right to use this software is granted only if the customer agrees to the terms of this license.  If you do not agree to the terms of this License, you must not use the software, and must remove it from your computer.  However, use of this software indicates your complete and unconditional acceptance of these terms and conditions.  Acclaim Software Ltd grants you a license to use a copy of the software subject to the following terms and conditions.

1.  No title or ownership is conferred with this license.

2.  The Software may only be copied using the original installation disks or installation file.

3.  You do not remove any copyright notices from any part of this software.

4.  This software is copyrighted and may not be disassembled, de-compiled,  decrypted, or reverse engineered, or have its security tampered with.

5.  The help files (and instruction manuals if applicable) are copyrighted and may not be photocopied or  duplicated in any form, except for your own use.

6.  Any third party supplier of this software is a third party beneficiary of this license and may protect its rights against violations in this license.

7.  Acclaim Software Ltd reserves the right to terminate this license upon breach.  In the event of termination of the License, all copies of the software must be returned or destroyed.

8.  Acclaim Software Ltd shall not be liable for lost profits, or for any incidental, special, or consequential damages caused by this software.

9.  You may not alter the software without the written consent of Acclaim Software Ltd.

10. This Agreement sets forth the entire agreement between the parties.

11. Acclaim will not be held liable to fix any problems caused by Microsofts operating systems or their database products.

12. Errors or omissions in the software will be fixed at Acclaims discretion.

13. Acclaim does not warrant or guarantee that the software will meet the licensees requirements.  The Licensee must check that the software meets their requirements before purchasing the software.

14. Prices and Support arrangements shown by the software or help file are updated from time to time.  The latest information on prices and support are on our web site at http://www.cashbookcomplete.com.

15. You must register the cashbook once you have determined that the software is suitable for your business.  Each cashbook database is to be registered separately.

16. Acclaim reserves the right to restrict the functionality of the software for unregistered users, or for users who have not registered the software to the appropriate level.

17. Free email support is provided for up to 3 incidents for each registered cashbook.  After the 3 incidents have been used up, extra support needs to be purchased.

18. Support for unregistered users is given at Acclaims discretion.


Networking

This software can be installed on a network, and can be used by more than one person at a time.  By having it on a File Server, you could also take advantage of its regular backup.  To install it on a network :-

1.  Install the software on each computer as though it is going to work locally.

2.  Copy the <<Company Name>>.MDB file to a directory on your file server.

3.  Select Open Cashbook from the File menu, and enter the directory where the cashbook(s) resides.  You can use a path such as \\server\c\cashbook or g:\cashbook.


Suggestions

If you have suggestions to make for this product, please send an email to eric@cashbookcomplete.com


Support

Our latest support system and prices are shown on our internet web site at http://www.cashbookcomplete.com


Reports
Reports Contents

Cashbook

Contact Management

Report Writer Contents


Registration
Registration - New Zealand

Cashbook Lite

With Cashbook Lite, you will be registering the :-

Cashbook

Contacts

Bills to Pay

Report Writer

You will be able to use the whole program on a trial basis, but may be asked to upgrade to Cashbook Complete later on.

Cashbook Complete

With Cashbook Complete, you will get all the modules and functionality of the program.

Upgrade Lite to Complete

With the Upgrade you will convert Cashbook Lite to Cashbook Complete.

Installation Disks

With the Installation Disks you will be able to install the software on PCs which are not connected to the Internet.

The software may be freely copied to as many PCs as you wish, so long as the software is registered once it has been evaluated as being suitable.  Installation disks can also be downloaded of the internet.

Instruction Manual

The Instruction Manual gives you thorough instructions on using the software.  It can also be printed from the internet.

Update Disk

The Update disk should only be ordered if your version is not the latest version, and you want to bring the software up to the latest version.


Registration

Cashbook Lite

With Cashbook Lite, you will be registering the :-

Cashbook

Contacts

Bills to Pay

Report Writer

You will be able to use the whole program on a trial basis, but may be asked to upgrade to Cashbook Complete later on.

Cashbook Complete

With Cashbook Complete, you will get all the modules and functionality of the program.

Upgrade Lite to Complete

With the Upgrade you will convert Cashbook Lite to Cashbook Complete.


Backup

Restore     Repair and Compact

The practice of keeping regular backups of your cashbook is strongly recommended.  To help you do this, Cashbook Complete will remind you periodically, but you can also select Backup from the File menu.

When the backup screen appears, it will tell you when your cashbook was last backed up, allow you to specify how often you wish to be reminded to do backups, and specify the directory on which the backup should be stored.

Backup to floppy disk

If you choose to backup to a floppy disk then use two or more disks and rotate them so that you will always have a current and a past backup.  For your security, backup files should be kept in a safe place away from your computer. Warning :- All data on floppy disk(s) that you insert for the backup will be deleted.

If your backup spans more than one floppy disk the files will be named <filename>.001, <filename>.002 etc. These files can only be restored by using the Restore function of Cashbook Complete.

Backup to a file server

If you save your backup on a file server, your cashbook file will be copied directly.  Please make sure that the server is regularly backed up.

Please not that the files (Word / Wordpad) created by the Quotes module are not backed up by this procedure, and need to be backed up separately if they are important documents.


Error in Cashbook Complete
Errors

To help us fix this error please copy (hold Ctrl key down and then press C ) the error message and paste (hold Ctrl key down and then press V) it as a message in an email addressed to support@cashbookcomplete.com

This will help us to improve Cashbook Complete for the next time you upgrade.


CLIENTS Help Contents
Contact Management - Help Contents

The help topics available for Contact Management are :-

Overview

Importing

Reports

People to Call


Clients - Overview
Contact Management - Overview

Reports     People to Call     Delete     Delete a Line     Add

The contacts screen displays contact and employee information for your clients, suppliers and other contacts.  It also has contact management capabilities where you can enter a date when you need to call a person back in the future.

How to Enter in an Individual Person or Couple

The contact management database is set up to enter many people for one company, but you may want to enter a client with his home address and phone number, without any company information.  To do that, enter their Surname and First Name in the Client Field and enter their Name in the First Name / Surname fields.  For example you might enter ``Smith, John & Mary`` in the client field and enter ``John Smith`` and ``Mary Smith`` in the contacts list.

List Check Box

It is common for client databases to have many people who are in the database with whom you seldom do business, but whom you dont want to delete.  To cater for this there is a List check box on the main part of the form which allows you to select which clients you want listed on your Phone List and Address List reports.

Recall Date

If you want a particular person to display on the People to Call screen enter a Recall Date next to their name.

Zoom

You can Zoom into either the Main Notes field or the Employees Notes field by double clicking on it.


Client Reports
Contact Management - Reports

Reports Contents

Address List

The Address List Report is under the Contacts menu, and prints a simple address list for all your listed clients and suppliers.  You can also make your own Address List using the Report Writer.

Phone List

The Phone List Report is under the Contacts menu, and prints a simple phone list for all your listed clients and suppliers.  You can also make your own Phone List using the Report Writer.


People to Call

Contact Management Overview

This screen is used to list all the people whom you need to ring today.  The Recall Dates must first be entered through the Contacts Screen.  It works by showing all the Contacts who have a Recall Date of Today or earlier.

Zoom

The Binoculars button on the left hand side of each record will bring up the Contacts screen for each record.

Recall Date

To remove a record from the People to Call list, delete the Recall Date or enter a Recall Date that relates to a date in the future.


Importing Contacts

Deleting a Line

The Import Contacts screen provides you with a way of importing your existing contacts (Clients, Suppliers, etc.).  The basic idea is to copy and paste all the data from your other program into the import screen, and then press the Import button.  You do not have to have data in all the columns.

Before importing bulk data, you may want to do a test import with only one line of data.

The general procedure for importing contacts is as follows :-

1.  Prepare your Contacts Data  If your contacts data is not in a windows program where you can copy and paste columns of data (such as Microsoft Excel), then you need to get it into one of those programs first.

2.  Copy the Company Data  From your contacts data, select the column containing the company name (by clicking on the button/box at the top of the column - see example below), and copy it to the clip board (from the Edit menu).

3.  Paste the Company Data  On the Import Contacts screen, click on the Company button/box in at the top of the top of the screen (See example below), and paste the company details in (paste from the Edit menu).

4.  Copy and Paste the Other Columns  Copy and Paste the other columns in a similar manner to steps 2 and 3.

5.  Check and modify the data  Check the data, and modify it accordingly.

6.  Ready to Import  Once all the data has been checked, click on the Import button to import your Contact data.

Selecting a column


Setup-Wizard Contents
Setup Wizard

You can run the setup Wizard from the File Menu.

To view help on the Setup Wizard, please go to the screen in question and press F1 or Help.


Setup-Wizard - Company Name and File Name
Setup Wizard - Company Name and File Name

The Company Name will appear on the main screen and at the top of many reports.

Cashbook Complete allows you to run cashbook`s for several companies.   Enter an eight character name which will be used for the file name.


Setup-Wizard - Regional
Setup Wizard - Regional

Year 2000

Cashbook Complete is programmed to work differently for different countries, so it is important that you select your own Country (and State if applicable).

It is recommended that you set the date format to display four digit years by placing four y`s in the date format.  For example  m/d/yyyy

There may be a discrepancy between the date format displayed here, and the date format displayed in the control panel.


Setup-Wizard - General
Setup Wizard - General

1.  Organisation Name  This name will appear on your main screen, letterhead and many reports.

2.  Check Disk Space on Startup  To prevent the database from getting corrupted due to your hard disk getting full it is recommended that the hard disk space is checked when the software starts.

3.  Financial Year End Date  This date will be used to remind you to do your Year End reports.

4.  Backup Directory  This is the directory where Backups and Restores are done to or from.

5.  Paper Size  The default paper size for reports etc.

6.  Initial Screen  This is the screen displayed when the software starts.  It can be set to either None (So that you will only see the toolbar and menus), Main Screen (shows a main switch panel) or Cashbook (if you only use the Cashbook).

7.  Current Date / Time  For accounting software it is important that the date is correct.

8.  Email Address  The Email address you want to use for support.


Setup-Wizard - Modules
Setup Wizard - Modules / Features

Cashbook Complete is made up of several modules.  Here you select the ones that you want to use.  The more modules you select, the more you will need to set up, so it is recommended that you only select the modules which you think that you will use.

If you are unsure, you can always re-run the setup wizard by selecting it from the File Menu.

Some modules and features are only available to registered users.


GST Setup-Wizard
Cashbook - VAT/GST/TAX Setup Wizard

1.  Sales Tax Type  Select the most appropriate Sales Tax Type from the Combo box.

2.  Sales Tax Name  This is automatically entered when the Sales Tax Type is selected.  This name is used on many screens and reports.  It is usually set to either VAT, GST or TAX, but can be over-ridden with a new name of up to 3 characters.

3.  Default VAT/GST/TAX Rate  This will be used as the default for Invoicing and Cashbook Categories which have VAT/GST/TAX.

4. VAT/GST/TAX Number If you are VAT/GST/TAX registered then enter your VAT/GST/TAX number here.


Bank Accounts Setup-Wizard
Cashbook - Bank Account Setup Wizard

Deleting a Line

All the bank accounts set up here must belong to the same organisation.  If you want to set up accounts for different organisations then each one should be put in its own cashbook by selecting New Cashbook from the File menu.

For the opening balance choose a bank statement from which you want to start entering the cashbook data.

The most often used Bank Account should be entered first.


Setup-Wizard - Invoicing
Setup Wizard - Invoicing

1.  Default VAT/GST/TAX Rate  This will be used as the default for Invoicing.

2.  Invoice Header  This will be displayed at the top of the invoice.  Common headers are `Invoice`, `Tax Invoice`, `Invoice / Statement`.

3.  Default Invoice Terms  This is the initial value used on your Invoices for the Terms and is printed at the bottom of each invoice.  You can over-ride these default terms for specific invoices if you wish.

4.  Default Invoicing Style  This is the default Invoicing Style.  (The best is to try the different styles out later, and then come back and set this value).  The styles are :-

A.  One line, all fields  Displays one line of text for each line item.  Use this if you do invoices with lots of line items, and each line needs a Quantity and a Unit Price.

B.  Two lines, all fields  Displays two lines of text for each line item.  Use this for if you do invoices with only a few line items, and each line item needs a Quantity and a Unit Price.

C.  Three lines, price only Displays three lines of text for each line item.  Use this for if you do invoices which dont have a Quantity or Unit Price, and all you want to do is put in a total price for each line

5.  Display VAT/GST/TAX Number on Invoice  Do you want to display your VAT/GST/TAX number on your invoice ?

6. 	VAT/GST/TAX Number  If you are VAT/GST/TAX Registered then enter your VAT/GST/TAX number here.

7.  Print Payment Slip on Invoice  Selecting Yes will print a payment slip on invoices.

8.  Print Payment Slip on Statement  Selecting Yes will print a payment slip on statements.

9.  Customisation  This is usually set to Standard, but may be set to other values to make this software suit a particular industry better.   If you are a Glass Contractor, or do a lot of jobs which involve dimensions, then select Glass.


Setup-Wizard - Letterhead Name and Address
Setup Wizard - Letterhead Name and Address

1.  Company Name  This name will appear on your main screen, letterhead and many reports.

2.  Address, Phone, Fax Mobile, etc.  Enter all your contact details that you want to appear on your letterhead for your invoices, statements, quotations, etc.


Setup-Wizard - Security
Setup Wizard - Security

With Cashbook Complete you can set up different security privileges (Access Rights) for different users.  It is possible to lock yourself out of the system if you forget your user name or password, or if you do not give yourself the privileges to modify your own privileges !

In this screen please set up at least two users who will have full access to all the modules, and write their User Names and Passwords Down.  If you do not know what the passwords are then simply re-enter them.

You can set the privileges up in more detail from Employees & Security Setup under the Time & Cost menu.


Setup-Wizard - Time and Cost
Setup Wizard - Time and Cost

1.  Invoices are often generated from Timesheets & Expenses  This is the default value of the Invoice column in the Timesheets and Expenses data entry screen.  You can generate Invoices directly from your Timesheets and Expenses.  If you think that you will do this for most of your invoices, then select Yes.

2.  Full Name  Enter the employees first and last names

3.  User Name  The User name that will be used to log on (Only used if Security is selected)

4.  Password  The Password that will be used to log on (Only used if Security is selected)

5.  Cost Rate  Wages per hour plus about 20 % to allow for holidays, overheads, etc

6.  Charge Rate  Normal hourly charge out rate

7.  Default User  The default user for entering Timesheets and Expenses (Only used if Invoicing is selected)


Setup-Wizard - Importing Data
Setup Wizard - Importing Data

You can Import data into Cashbook Complete by clicking on the Import buttons, or Import them later by selecting Import from the Cashbook or Contacts menu.


Setup-Wizard - Setup Complete
Setup Wizard - Setup Complete

Now that you have finished setting up the cashbook you can click on Finish to start using the cashbook.