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User Guide - EZPZ Software

1. Date Reference Category Payee _Details Paid out Paid in Balance Z02010 E ae verbii o 7 o 7 Em T 7 mum 7 o janowo0 Household Clothing MATALAN qo 7 0 ar mapas Personal pension PRUDENTIAL a m m nw zameno o Postage ae v POST OFFICE LTD da 29 01 2010 Recreation amp Leisure Club b Membership ENGLISH HERITAGE 31 50 1 871 43 pimp ss WNMNUHHISON O S iMi After running the Clear old transactions option with a date of 31 01 2010 we get the following Details Paid out Paidin Balance ae oe QU Balance brought forward duro mia pomon o owe W M MORRISON pi aF 198 e Bewyiesimd i RANG 33 19 Reference Category Here all the transactions that made up the balance of 1 971 43 have been replaced by a single balance brought forward transaction for that amount Transactions are removed based on the date you enter that you want to clear down to A transaction will be removed if its date is on or before the date you enter If the transaction is a bank transaction it must also have been reconciled and the reconciliation date must also be on or before the clear down date you enter Delete all transactions The Delete all transactions option on the Utilities menu will remove all of the transactions you have entered so that you can start over Use with extreme caution as this process cannot be reversed Your accou
2. cccccccccnnnnnnnnnnnnnnananannnononanononononononononanananccnnnnnnnnnnnnnnnn nono nnnananass 25 Entering a single Trans act rara idioma 25 Using the Category droDOOWIL icis edet RENE CH XM D ainai aaa i aana oiae 26 Entering a Datch of trans acu Standards 27 Force cUnrener transactio EE EO o DTE 27 A e e PRO EOS SE A 28 A A 29 Entering an Opening palante cin dci 30 Adalnp asset account transactis sas ceo EA EEEE 32 REVAIUING an ASS vs ENNE ES A RA TAE EE E EEA E EAEAN ENNES 32 Depreciating an ASS OU A A A A A eee M DRE 33 Increasing decreasina the Value ANA odia 33 Entering an Opening palant iaa 33 Adding liability account transactiObis eo oe aee tao bent bru at utdat ds 35 Increasine decreasinsead lability 3 2 cesdod co aote been qoo a oou diee odo obe edle d doo de tae los ade laico 35 Entermng amn OPENED do ade la a vedette eiut 35 PESOS ora 37 Predictive TO la rs 39 Hoc H 39 Transaction detalla aa 40 Transaction reterente sn iio 41 Revaluing d TotelencHrtercy deco ec eraat dis 42 Reconciling an ACCOUNT c eo seed ee e taa 43 e NET Um 46 Entering budgets using the Budgets window scccccssscccssseecceescccsescecsunsecssuecesseuscessaueeessaesesseneeesaaesesseages 46 Entering budgets via a category record maristara a a a 47 BUJE ECONA Tol ERE E A Pe eee eee ee 47 Graphs and Chirn sasarean uiii de ads 48 importing transactions tro materia ta Ad 51 AUT
3. Each row of the grid contains one transaction and each transaction must have at least a date a category and a non zero amount You can now select the category for each transaction that does not currently have one using the dropdown in the Category column When you select a category all other transactions in the grid that have the same Payee but no category yet selected will be updated with the selected category This can then be changed if required Alternatively you can use the dropdown at the top of the page to select a single category to use for all rows where the category is currently blank Click on the Apply button to apply the selected category Account mappings Where previous file imports have been carried out the software will have created account mappings based on the payee and category you selected In subsequent file imports these mappings are used to set the category for any transactions that have exactly the same payee details found in previous file imports thereby speeding up the process Avoiding duplicate entries To avoid duplication any entries that are similar to existing transactions will be highlighted see example screenshot above Where an existing transaction is found that has the same date amount reference and category as a transaction being imported you will see the word matched in the Matches column Where an exact match is not found but an existing transaction is found that is for the
4. You may also see a message reminding you to create a backup when you exit the program Whether this message appears or not depends on the setting in My Settings screen Home Accounts 3 User Guide 66 O EZPZ Software Limited 2013 Backing up to CD Backups can be made to any location on your computer such as the hard drive or floppy disk If you wish to store a backup file onto a writeable CD ROM you should first create the backup file onto your hard drive You can then use your CD burning software part of the operating system in modern versions of Windows to drag the file onto the CD to copy it Restoring your data Restoring data from a backup file will overwrite your existing data with the data stored in the backup file effectively putting your system back to the state it was in when the backup was created Note If you want to return to your current data you must make a backup of it before restoring the data contained in another backup file You will then be able to reinstate your current data by restoring from the backup file of your current data To restore the data contained in a backup file select the Restore Data Files option from the software s File menu The dialogue window that appears will advise you that restoring from a backup file will overwrite your current data Click Yes if you want to continue This will open the Restore Data Files window Click on Browse to locate the backup file on your system and s
5. The Automated entries due list The Automated entries due list Automated entries due 692 54 appears on the Account list page if o 1111 Deis Amowtiye the Au tomate d en tries due 09 01 2013 Alliance amp Leicester Bank Charges 4 Interest Bar 1 00 pay out 01 02 2013 First Direct joint account Household Electricity amp Gas Payment 135 84 pay out tickbox on the Account list tab of 01 02 2013 First Direct joint account Offset Mortgage 2 Payment 500 00 pay out the main toolbar is ticked 01 02 2013 Offset Mortgage 2 Mortgage interest Debit interest 1 00 transfer 08 02 2013 Offset Mortgage 2 Mortgage interest Debit interest 1 00 transfer 09 02 2013 Alliance amp Leicester Bank Charges amp Interest Bar 1 00 pay out 11 02 2013 FirstDirectsole account Regular Saver Transfer to Re 300 00 transfer 15 02 2013 Offset Mortgage 2 Mortgage interest Debit interest 1 00 transfer 22 02 2013 Offset Mortgage 2 Mortgage interest Debit interest 1 00 transfer 27 02 2013 First Direct joint account Personal pension Payment 54 70 pay out The list shows instalments due for processing dated up to and including the Account list Balances date The date can be changed to view instalments due for a different date E m m Process Note if you have selected the option to process automated entries automatically in the My Settings window the Automated entries due list will be empty when the Account list Bala
6. Changes you make to your data and new data that you create when adding new records is saved when you click on the Save button on the relevant screen Although this should be sufficient we strongly recommend that you also create a backup of your data on a regular basis A backup file as created by the software is a zip file that contains a copy of your data from all the individual tables in the dataset compressed into a single portable file If needed you can restore the contents of this file using the software and put your data back to the position it was in when the backup file was created If anything happens to your computer for example it is damaged or stolen all you need to do to be up and running again is to e download the software from our website and install it e register the software using the registration code you were provided with e create a new dataset and restore from a backup file into it It is a good idea to create your backup files on a USB flash drive or memory stick You can then store this away from your computer and not run the risk of losing your backups if you lose your computer It is important that you back up your data on a regular basis This will help you to overcome problems that result for example from entering incorrect data or accidentally deleting data If you have made a backup of your data you can restore from the backup which will place your data back at the position it was in when the backup was
7. Nominal Sub category Debit Use the divider line between the column headings to widen or narrow the columns A third use of the column headings is to change the order in which the columns are displayed Move your mouse pointer over the centre of a column heading then click and hold down your left mouse button You should see the column heading turn black whilst the rest of the grid becomes faint or ghosted out Keep the mouse button held down and drag the column to where you want it to appear When you close the screen the new column order will be remembered and use again the next time that screen is opened Nominal Sub category Changing the order of the columns in a grid using the column heading Home Accounts 3 User Guide 1 EZPZ Software Limited 2013 Buttons Many of the buttons seen on various screens throughout the software have similar uses The New button is used to create a new record You will see it on many of the screens and toolbars in the software Clicking on the button will usually open another screen with a blank record ready for you to complete The Edit button is used to open an existing record or document for editing When used on the toolbar of a list of records you can open the record by clicking once on the record in the list with your left mouse button to select it and then clicking on the Edit button You can also open a record from a list by double clicking on it with your left mouse button
8. This means that the 50 being received is equivalent to 40 83 in our base currency of pounds sterling Split transactions A split transaction is one where you have made a single payment say but wish to analyse the amount over multiple categories This is accomplished using the Split button which displays the Split transaction window 1 802 50 Paid out The individual splits that make up the split transaction are entered one per row Each row can have a different category and or details and there can be a mixture of paid out and paid in amounts Additional rows can be added by pressing the down arrow on your keyboard when on the last completed row and if all the splits entered so far have a category and an amount The total at the bottom of the split transaction window shows the net total of the splits and whether this is paid out or paid in overall The Delete button is used to remove a row from the grid prior to saving the split transaction Click on the OK button to retain the splits and return to the transaction entry screen Home Accounts 3 User Guide 28 EZPZ Software Limited 2013 Entering a transfer The Transfer button is used to enter bank to bank transfers These are transfers between bank accounts and or credit card accounts When this button is clicked you will see a window similar to the one shown Select the bank or credit card account the money is coming from using the From account dropdow
9. You will then see another screen appear with the details from the record ready for editing The Delete button is used to delete an existing record Deleting a record is an irreversible action that cannot be undone Whether a record can be deleted or not will sometimes depend on whether the record is referenced in another data table The Save button is used to save the changes you have made to a record When you edit the details in a record the changes you make do not become permanent until you save them Printing Reports When printing a report you have 4 Output options Preview shows you on screen what the printed results will look like The toolbar that appears with the preview allows you to move through the pages of the report zoom in and out of the display and send a single copy of the whole report to the printer using the current printer settings Print sends the report to the printer When this option is selected you will be presented with a screen where you can select the page range and number of copies and can set printer options File converts the report to the selected file type and saves it as a file When the report is run and this option has been selected a Save as window will appear enabling you to select the location and file name for the output file If the open file checkbox is ticked the relevant software application will be opened when the output file has been created The following file types are support
10. or account in the case of assets and liabilities grouped and totalled by payee The value for payee is taken from the transactions themselves as opposed to the current values in the Payees list If the include blank payee option is ticked transactions having a blank payee field will be included and shown in the report under No payee The report includes transactions for income and expense categories and for asset and liability accounts Transactions by Category This report lists transactions for the selected period grouped and subtotalled by category or account in the case of assets and liabilities Transactions for sub categories are displayed after any transactions for the parent category and are also subtotalled The report includes transactions for income and expense categories and for asset and liability accounts so the grand total at the end of the report gives a true picture of income against spending for the period Home Accounts 3 User Guide 23 EZPZ Software Limited 2013 Transactions by category bank account This report lists transactions for the selected period grouped and subtotalled by category or account in the case of assets and liabilities and bank account The format of the report depends on the ordering selected from the Order by dropdown If category then bank account is selected transactions are grouped and totalled by category then sub grouped and sub totalled by bank account within that category If
11. show the menu selection made Click on the change case button to change the case of the selected entries Example old transaction detail Purchase of SONY XR123 Lower case purchase of sony xr123 Upper case PURCHASE OF SONY XR123 Proper case Purchase of Sony Xr123 Home Accounts 3 User Guide 40 EZPZ Software Limited 2013 Transaction reference Each transaction you enter has a Reference field which enables you to record how the transaction was made The reference can be selected from the dropdown provided on the transaction entry screen or entered into the textbox associated with the dropdown The dropdown list contains several commonly used values for the reference such as Cash and Transfer and you can add your own values The table of Transaction reference records can be accessed via the Transaction reference button which is located on the Account ledgers tab of the main toolbar Creating a new Transaction reference entry Click on the Account ledgers tab to bring it to the front Click on the Transaction reference button on the Account ledgers tab to open the list of existing Transaction reference entries Click on the New button In the window that appears enter the detail as required then click OK to save the new entry You can also add a new reference by selecting the Add new option at the top of the Reference dropdown Editing an entry You can edit an existing entry by double clicki
12. Field order list provided to indicate the order that the fields listed appear in the data Use the grey button at the left of the field name to move the field up and down the list by clicking and holding down the button as you drag If one of the fields is not included in the CSV file try dragging the field to the bottom of the list Home Accounts 3 User Guide 52 EZPZ Software Limited 2013 Contents of file Contents of file 10 15 2010 1234 HMRC PAYE NIC CUMB PAYE amp NI 159 83 a Date format 10 15 2010 2345 100271 Miscellaneous 99 64 10 15 2010 3456 BIBIT INTERNET PAY Salary 1425 99 10 14 2010 4567 100272 Miscellaneous 47 te 10 13 2010 5678 ROTHERHAM CHAMBER Subscriptions Membership 58 45 Field order 10 11 2010 68789 CHQ IN AT 401234 Other income Miscellaneous 99 date MM 1011 2010 7880 EZPZ SOFTWARE Other income Dividends received 1000 reference Cancel In the example data shown we have decided to import the data contained between the second and third commas into the Details field and we have dragged the payee field to the bottom of the list where it will be ignored CSV is a standard format of text file and stands for comma separated value This means that the commas in the data represent the end of a field There must be no other commas in the data for example in the payee details or as thousand separators in amounts if these are present you must edit the file and remove them or your data
13. Home Accounts 3 User Guide 33 EZPZ Software Limited 2013 Date 05 04 2012 Amount 500 00 a positive value negative value Enter the amount in the field provided and select the option to indicate whether the value is positive or negative Assets will usually have a positive value Click on the Save button to save the opening balance Home Accounts 3 User Guide 34 O EZPZ Software Limited 2013 Adding liability account transactions New transactions are added for an account via the Account ledger window Click on the Account ledgers tab of the main toolbar to display the Account ledger window Select the account for which you want to add transactions using the Account dropdown Transactions are added using the buttons in the New transaction section to the left of the ledger The buttons that are visible may vary depending on the type of account selected Where the selected account is a liability account the buttons below will be displayed New transaction Increase decrease Opening balance Increasing decreasing a liability The Increase decrease button is used when you want to record transactions for a liability account that are not associated with a bank account This could be for example where you record the monthly interest charged to a mortgage When this button is clicked you will see a window similar to the one below Increase decrease Mortgage Reference Interest
14. Preset Reference Payee Category Details Paid out Paid in 17 04 2012 Visa debit Tesco Groceries Weekly shop EJ 87 52 17 04 2012 Internet Pet supermarkPet food Pet food for Dylan E 36 58 17 04 2012 Visa debit Tesco lt Split transaction gt E 81 65 4 Y Preset column Delete spit save J Close 205 75 Paid out In batch entry mode transactions are entered one per row When all the transaction details have been entered the Save button saves the whole batch The information entered in the cells on each row is the same as that given above for single transaction entry When entering a batch of transactions you can enter a split transaction for the row on which you are currently positioned by clicking on the Split button at the bottom of the window This will open the Split transaction window where you enter the category details and amount for each of the splits that make up the payment or receipt Where a split transaction has been entered the New transaction batch window will show Split transaction gt in the Category column and nothing in the Details column The values in the cells for Preset Category Details 1 off Paid out and Paid in cannot be accessed directly for a split transaction If you need to go back and edit a split transaction prior to posting it click on the Split button whilst positioned on the row containing the split transaction For more details on entering split transactio
15. Select the account for which you want to add transactions using the Account dropdown Account First Direct current account B Transactions are added using the buttons in the New transaction section to the left of the ledger The buttons that are visible may vary depending on the type of account selected Where the selected account is a bank or credit card account the buttons below will be displayed Mew transaction single Batch Transter Opening balance Entering a single transaction The Single button lets you enter one transaction at a time When this button is clicked you will see a window similar to the one below New transact wl luec EE lt lt Reference 000353 ES Category Motor repairs Motor Payee Bodgit amp Scarper o ul 1 off Details Car service Amount 212 65 Paid out Paidin Here is asummary of what information must can be entered Date mandatory The transaction date Preset optional If you have created a preset for this transaction select it from the dropdown and the details in the other fields will be completed for you If the Split button has been used to create a split transaction selection from the Preset dropdown will not be possible Home Accounts 3 User Guide 25 EZPZ Software Limited 2013 Reference optional A suitable reference for the transaction of up to 10 characters This could be a cheque number or one of the standard referenc
16. amount entered Tip if your budget is the same for all months with the exception of one or two replace all budgets with the same amount and then edit the values in the cells for those months whose budget will be different Previous year monthly Replace the budget values with the actual total from the same month of actuals the previous year Actual totals can by increased decreased by entering a percentage Previous year monthly Calculates the total for the previous year then divides it by 12 and average replaces all budget values with the result When this option is selected the monthly average is displayed in the field to the right of the dropdown The value used for the budgets can by increased decreased by entering a percentage Previous year budgets You can use the budgets from the previous year as your new budget values The values can by increased decreased by entering a percentage Click on Save to save the changes to your budgets Home Accounts 3 User Guide 46 EZPZ Software Limited 2013 Entering budgets via a category record Budgets for an individual category or asset or liability account can be entered via the category account record For a category click on the Category list tab to display the Category list Locate the category in the list and double click on it When the category record window opens click on the Edit budget button at the bottom left of the window to open the budget editing win
17. and credit here have their usual accountancy meanings The table below shows the effect on the balance of various categories and accounts Debit Credit Asset increase decrease Bank account increase decrease Expense category increase decrease Income category decrease increase Credit card decrease increase Liability account decrease increase Thus recording the addition of debit interest to a mortgage would be processed as follows Debit Credit Mortgage liability account 100 00 Debit interest expense category 100 00 Recording the breakdown of a salary to account for PAYE and National Insurance could be processed as follows Debit Credit Gross salary income category 1000 00 PAYE expense category 200 00 NI expense category 100 00 Bank account 700 00 As each row of the grid is completed the total of the items is shown as the Batch total being the total debits less the total credits The journal batch can only be saved when the Batch total is zero Home Accounts 3 User Guide 19 EZPZ Software Limited 2013 If you make an error on a row click on the Remove button whilst on the row The entry will be shown crossed through and will not be included in the batch total or included when the batch is saved Clicking on the Remove button a second time will recall the item on that row To save the journals click on the Save button Home Accounts 3 User Guide 20 EZPZ Software Limited 2013 Category reports The follow
18. and vertical background lines May Jun Jul Aug Sep Oct Mov Dec Jan Feb Mar Apr Home Accounts 3 User Guide 49 O EZPZ Software Limited 2013 This chart shows the same data as the one above but in a 3 dimensional chart Expenses a Difference a Income May Jun Jul Aug Sep Oct Mov Dec Jan Feb Mar Apr l a Home Accounts 3 User Guide 50 EZPZ Software Limited 2013 Importing transactions from a file The Import transactions option on the File menu can be used to import transactions from a suitable file directly into your transactions table thus making it possible to add transactions very quickly without having to enter them manually Various banks and other financial institutions allow their customers to download transactions from their on line banking site and save them using several file options Once you have downloaded and saved the file to your computer it can be used to add the transactions to your transactions table Tip In case of possible duplication of entries or unpredictable results we suggest you always make a backup of your data before carrying out this process Step 1 Select source file Select the Bank account that the transactions are to be imported into using the dropdown provided Transactions can only be imported for accounts in the base currency Import transactions from file Select source file Bank account First Di rect sole account s
19. button opens the reports screen with the reports pertinent to the area of the Pi software you are currently in Home Accounts 3 User Guide 3 EZPZ Software Limited 2013 Creating your first dataset When you start Home Accounts 3 the Select dataset window will appear Initially there will be no dataset listed in this window as you have not yet created one We need to create a dataset the name given to the collection of database tables that hold your data before we can start using the program and here s how we do it Click on the New button near the bottom of the Select dataset window In the New dataset window that opens the recommended location for your new dataset will be suggested If you want to create the dataset in a different location to that suggested use the button to the right of the location field Your new dataset will be created in its own folder in the location you selected Enter a name for this new folder for example My Dataset The folder name cannot contain the characters ora full stop Click on Proceed to continue Mew dataset Where do you wantto create your new dataset Click on the button to browse your computer and select a location CiUsersiPubliciEZPZ So ftware Ho m e Acco unts 3 Datas ets Anew folder will be created in the above location to hold your data files What name do you wantto give to the new folder Smith Accounts Proceed The New dataset wizard will ap
20. can add new entries via the Transaction details list You can also remove entries from the list and change the case of the text string Creating a new Transaction detail entry Click on the Account ledgers tab to bring it to the front Click on the Transaction details button on the Account ledgers tab to open the list of existing Transaction detail entries Click on the New button In the window that appears enter the detail as required then click OK to save the new entry Editing an entry You can edit an existing entry by double clicking on the entry in the list In the editing window that appears edit the detail as required then click OK to save the change Changing an entry will not have any effect on any transactions that contain the old value Deleting an entry Open the Transaction details list and tick the entry ies in the list that you want to delete Click on the Delete button to permanently delete the selected entry ies Deleting an entry will not have any effect on existing transactions Changing the case of an entry You can change the case of an entry to lower case upper case or proper case as required Open the Transaction details list and tick the entry ies in the list that you want to change the case of Locate the button with the arrowhead at the bottom of the Transaction details window and click on it Select the case option you require from the menu that appears The change case button will
21. name as long as they both belong to different parent categories for Type Expense example you could have a sub category named Miscellaneous in both a Household expenditure category and a Motor category Back Finish Cancel Category name Computer consumables Sub category of none If the category you are creating is to be a sub category of another category select the parent category using the Sub category of dropdown The dropdown contains only those categories that are not sub categories themselves If you select a parent category the Type of the new category will be the same as the parent and cannot be changed If you have not selected a parent category select the Type for the new category as either Income or Expense Click on Next button to take you to the next page if you want to enter any notes for yourself about this new category Click Finish and confirm that you want to create the new category Editing a category You can rename an existing category by editing the category record To open a category record for editing double click on it in the Category list Alternatively right click on the list of categories and select the Edit option from the menu that appears As well as being able to change the name of the category you can also change its type if it is not a sub category of another category You can also make the category into a sub category by selecting a parent category from
22. need to adjust the Period of the ledger to display the transaction Having located the transaction in the ledger right click on it and select Create preset from the menu that appears You will now be presented with a new preset record window with the information completed from the transaction you selected Give the record a new Preset Code edit the information as required and then click Save to add the new record to the presets list Home Accounts 3 User Guide 37 EZPZ Software Limited 2013 Note Presets cannot be created from transfer transactions such as bank to bank transfers which appear in the ledger as having no Category If a preset is created from a split transaction the Category and Details from the first entry of the split will be used Editing a preset You can edit an existing preset by double clicking on the entry in the list All of the details can be changed with the exception of the Preset Code which is fixed when the preset is originally created Changing the details in a preset will not have any effect on any transactions that were created using it Deleting a preset Open the Presets list and highlight the entry in the list that you want to delete Click on the Delete button to permanently delete the selected preset Deleting a preset will not have any effect on any transactions that were created using it Home Accounts 3 User Guide 38 EZPZ Software Limited 2013 Predictive Text Payees Each
23. new user Home Accounts 3 User Guide 69 O EZPZ Software Limited 2013 Access Rights You can control which parts of the system a user has access to by setting up access rights for the user Click on the Access Rights button on the user record screen to edit access rights for the user The Access Rights screen has 2 tabs Modules and Module Items e Access Rights for User TOM Module Items The Modules tab is used to control EN Access access to all the items in a single I SE al module Automated entries Ful To block a user s access to all items Categories Ful we in a module select None from Contact Fu e the dropdown in the Access FAC Full column Fen p Ful x Preset Fut To enable a user s access to all Reminder Full items in a module select Full from the dropdown in the Access Copy from Close column Note the Partial option in the dropdown cannot be selected It is only used to indicate that a user has partial access to the module The Modde kens dable ued de E Fea Ra AAA control access to the individual items within a module Modules Module Items Module Accounts When a module is selected from the dropdown at the top of the page tem Access the items in that module are Record E displayed in the grid Transaction entry we BIE You can control a user s access to a a Analysis single module item by selecting the i relevant value
24. of the regular instalment Only positive amounts may be entered Page 3 Instalments Enter the Start date This will zx New automated enty be the date of the first instalment Instalments Select the frequency of the instalments using the dropdown Frequency every calendar month Select the until further notice option if you want the until further notice instalments to continue until you stop them C number of instalments Select the number of instalments option if there are a fixed number of instalments to be made for cea wees 0 this entry and enter the ESUEEENSD number of instalments Cancel The tick box labelled adjust date if it falls on a weekend is used to tell the software to adjust the date of an instalment if it falls on a Saturday or Sunday or on an English Bank Holiday The adjusted date will be the next business day in line with normal banking practice Page 4 First Last instalment If the amount of the first and or last instalment will be different to the regular First Last instalment instalment amount select this 0 tab and enter the amounts in First instament amount the fields provided On ly Ifthe amount of the FIRST instalment is different to that of the regular payment enter the amount below 88 New automated entry positive amounts may be entered nn Last instament amount Ifthe amount of the LAST instalment is different to that of the regular paymen
25. the your new dataset in the field e nce p rovided The dataset name can be the same as or differentto the folder name The dataset name can be the same Dataset name Smith Family Accounts or different to the folder name entered on the previous window Finish Home Accounts 3 User Guide 72 EZPZ Software Limited 2013 aif New dataset Page 2 Select the base currency for your new dataset This is required whether or not you intend to use the multi currency option Select the Base Currency for your dataset Select your base currency using the dropdown Ifthe required currency is notlisted please use one ofthe defaults You can then add a new currency after the dataset has been created If the required currency is not listed use one of the defaults Base currency GBP Pound Sterling Once the new dataset has been created you will be able to add a 4 enable multi currency option new currency to the currencies table and select it as the base currency This must be done before entering any transactions Back Ned Finish Cancel Tick the multi currency option if you want to be able to record bank accounts in a currency other than your base currency af New datas et Page 3 Select a vear end date Select a date to use as the end of y your financial year By default this will be the end of Select a date to use as the end of your financial year the UK tax year Back Finish Cancel Cli
26. the Period control located at the top of the Categories list You can change the period to view the totals for a different date range if you want to The Sub totals column shows the value of transactions processed to a sub category and will only contain values if the show sub categories option is ticked The Totals column shows the value of transactions processed to a category and its sub categories In the example below the Motor category has three sub categories The value shown in the Totals column for Motor is made up of the sub totals for Car Tax and Petrol amp Diesel If any transactions had been processed to the Motor category itself these would also be included in the total Sub otals Totals Matar 622 41 Car Tax 370 00 Motor Repairs Petrol amp Diesel 252 41 Adding a new category Whilst Home Accounts 3 comes with a fairly comprehensive list of categories you can also add your own if you need to To add a new category click on the Create category button on the Category list tab of the main toolbar Alternatively right click on the list of categories and select the New option from the menu that appears Home Accounts 3 User Guide 16 EZPZ Software Limited 2013 Enter a name for the new category a Nen cegon in the field provided Category name The category name can be anything you want but you cannot have two categories with the same name You can have two sub categories with the same
27. the next credit card payment and dated one calendar month from the date entered From Bank First Direct joint account Resizing the lists The relative sizes of the Account list the Automated entries due list and the Bills pending list can be changed using the vertical and horizontal resizing arrows in between the lists 1 032 54 The vertical resizing arrow is visible when both the Automated entries due and Bills pending lists are visible on screen pe When the mouse is moved over an arrow the mouse cursor will change to a double headed arrow Click and hold down the left mouse button and drag the arrow to its new position Release the mouse button when the arrow is over an empty part of the screen to resize the lists The screen has internal boundaries set so that the lists cannot be sized to large or too small Savings budgets Savings budgets can be used to help you plan a savings strategy for one or more bank accounts Savings budgets are monthly amounts that can be set for bank accounts Budgets can be entered via the Savings budgets window or via the bank account record Entering budgets using the Savings budgets window You can use the Savings budgets window to view and enter budgets for all your bank accounts at the same time Select the Account list tab on the main toolbar and then click on the Savings budgets button to open the Savings budgets window Budgets are shown for the year commencing wit
28. will not be read correctly Click Next The software will create a table of transactions based on the selected file and display them in the grid on Page 3 Contents of file Contents of file 10H5 2010 1234 HMRC PAYE MIC eI Date format CUMB PAYE amp NI 159 83 10 15 2010 2345 100271 Miscellaneous 8 9 54 l 1015 2010 3456 B Import transactions from file PAY Salary 1425 91 10114 2010 4567 11 dE New category found Do you want to add it 10H 3 2010 5678 R CHAMBERSubscr pAYE amp NI 401234 Other inco 10 11 2010 7890 El jincome Dividends 14 Cancel If any new categories are found in the data file you will be asked if you want to add them to your categories list Select Yes to add the new category No if you don t want to add it or Cancel to abort the operation Home Accounts 3 User Guide 53 EZPZ Software Limited 2013 Step 3 Edit transactions Page 3 now shows the raw transaction data Xf Import transactions from file Edit transactions select all Replace blank categories with 0 15 10 2010 1234 HMRC PAYE NIC CUMB PAYE amp NI 159 83 T 1510 2010 2345 100271 Miscellaneous 15 10 2010 3456 BIBIT INTERNET PAY Salary 1425 99 14 10 2010 4567 100272 E 13 10 2010 5678 ROTHERHAM CHAMBER Subscriptions Membership 5845 matched CHO INAT401234 Other Income Miscellaneous 0 EZPZ SOFTWARE Other Income Dividends received 1000 00 Finish Cancel
29. you type in the control For example if you had a category name Groceries the software would suggest this as soon as you typed in the letters gr as shown Category Cree You can then press lt Enter gt or lt TAB gt on your keyboard to accept the suggestion If you activate the dropdown you can view and select from the full list of categories This feature will find the category if it begins with the letters you type But what about sub categories These are usually displayed as the name of the parent category followed by the name of the sub category as in Motor Car Tax where Car Tax is a sub category of the Motor category If you typed Car into the control the sub category would not be found in the list since it begins Motor In order to facilitate the finding of sub categories a sub category will appear twice in the list In the above example Car Tax will appear as both Motor Car Tax and Car Tax Motor The second entry shows that Motor is the parent category as it is shown in brackets You can select either of the entries as they both refer to the same sub category Home Accounts 3 User Guide 26 EZPZ Software Limited 2013 Entering a batch of transactions The Batch button lets you enter multiple transactions at a time When this button is clicked you will see a window similar to the one below New transaction batch First Direct joint account Date
30. Category Mortgage interest M Details Mo nthly interest charge Amount 24 83 i increase 2 decrease Sae Enter the amount that the value of the liability has changed by in the field provided and select the option to indicate whether the value has increased or decreased For example applying interest to a mortgage would increase the balance making it more negative Click on the Save button to save the revaluation transaction Entering an Opening balance The Opening balance button lets you enter the value of the liability as it was at the date you have selected to begin entering your finances When this button is clicked you will see a window similar to the one below Home Accounts 3 User Guide 35 O EZPZ Software Limited 2013 Openin 3 bala n ce Mortgag e Amount 6495 00 e balance owing 5 in credit Enter the amount in the field provided and select the option to indicate whether the balance is owed or in credit Liabilities will usually be represented by a balance owing Click on the Save button to save the opening balance Home Accounts 3 User Guide 36 O EZPZ Software Limited 2013 Presets Presets make it quicker for you to enter details when creating transactions that you regularly repeat but which unlike automated entries may be for a different amount each time For example if you regularly buy groceries from Tesco and pay for them by Visa debit card you might have an expense categ
31. Full or None from the dropdown in the Access column In addition where the item is a Record a user can be given Read Only access This means that they can view the details within a record but are not allowed to save any changes they make or to create a new record or delete a record Once you have selected user access as required you must click on the Save button to save the new settings Note ensure at least one user has access to the User List on the Settings menu otherwise you will not be able to add and remove users or control access rights Home Accounts 3 User Guide 70 O EZPZ Software Limited 2013 Copying User Access Rights Where there are several users on the system that have the same access rights you can save time by copying access rights from another user into the current user record using the Copy from button Deleting a User To delete a user highlight the user in the User List and click the Delete button Home Accounts 3 User Guide 71 EZPZ Software Limited 2013 Managing multiple datasets Home Accounts 3 lets you have multiple sets of data called datasets Each dataset is stored in its own folder and has its own set of database tables that are maintained independently of any other dataset on your computer When you start Home Accounts 3 the Select Dataset window appears containing a list of the datasets you have created You can add further datasets or remove datasets that you no l
32. Home Accounts 3 User Guide A guide to using Home Accounts 3 software EZPZ Software Limited November 2013 Contents Seg ido AA E TT oes cee P 1 A m m 1 A PECES 2 Creatina UOUPTIESEOHLISBE oso ntu SEU eee cas 1 Mu kieurnenoy 0 0 610 race M eee 1 AES NC COMIC INGE e 2 Vewng your ACCOUNTS acs eres T a E I T T 2 Changing the name of an ACCOUNL ssseeccccssssecccceeeeccccaeeececsaueeecessaeeeeceesseseeceesaaaeecessaaesecessaeaeeeeesaeaeeeessaaasses 3 Adding anew SOM IU erar e E EE EEEE E A 4 Deine an O e E OD om 4 AO SANS a AIA TE E E AAA E AA EA AEA EA 4 CHAINS VV 3c ON I a E E EA A PRA NM 5 The Automated entries due list uode sec anmudaaacenscuasadatiteadanse seassanatesasinedencenadibeddioandewssaneeadddantiteatacatiouacibedt an aU A RU DOM 5 The Bills Pendiente 5 Credit card payImerts icaeeeuper petes epe tu MEE p 9 duvE FE REFER age ERI anta 6 RESTAN TS ISS RETI ETT Eoo S E 8 Savilgs IS tse i Made MEE E MEE E 8 ACCOUNT EDO Ss tama deET RO uu DEsMeen MED an 10 TEACO IEE ERN TETTE 12 EGU 7 delete tansa UON rollo 13 Acc o nt palante Ntra 14 Calor O Sa O E E I E EEA A die 16 FEC OS WISE e E o oo E 16 Adding 3 new CEE OT seo a E E a a 16 Eddine Ie E ET 17 Depe i A e e E EAEE T EE E E 17 e SC GIS AE EE E EEE E E 18 EME eiii 19 CCA OY FEDON ar E A 21 Adding bank credit card transactiONS
33. O mated entres iii todito Uu d peinada 56 olei rt 60 O 61 TE RSE e e e te add ed 61 FRUIT VDE S it 62 ME eR EE EM a asia aval ERN EE RATE 64 FRE NNN Bic eT eL A M 64 Cleat OlGs thal iSa CLI M P A os ua ENEAN 64 Delete decisio Nt 64 MU Wero OR 64 Maintaining VOUT data iia 66 B CKINE UP oli gior i Me TREES 66 FRE SUOU II YOU 67 Rename o dataset tddi dada 67 Year ena processiig id eee 68 User access arid Security aia di 69 Managine multiple datasets a toot ia debi visi aba em deett booa aN tei unph e tL esca to Ru naconsecaatan 72 Addne NEW Catas eta 72 REMOVING 6 dataset AAA 74 Conventions This chapter summarises the controls and features that are common to all parts of the software Please take a few minutes to read this chapter and familiarise yourself with its contents Common Controls Grids Grid controls are widely used throughout the system to display lists of records and for data entry A grid looks very similar to a spreadsheet in its layout it is made up of rows and columns and the box where a row and column intersect is referred to as a cell At the top of each column in the grid is the column heading which contains text telling you what information is displayed in that column Many of the grids in the software have their column headings programmed to change the order of the records in the list when the column heading is clicked on You will rec
34. abilities since these are balance sheet items You can emulate this report by un ticking the box provided Monthly budgets vs actuals This report shows the monthly totals of budget values and actual amounts from transactions for a selected 6 month period The user can select the category account type to be included in the report from any combination of income and expense categories and asset and liability accounts The report is grouped and subtotalled by type The Net surplus deficit row at the end of the report shows the totals for each month calculated as income less expenses less assets less liabilities A positive balance or surplus results when spending is less than income whilst a negative balance or deficit results when spending exceeds income One month budgets vs actuals This report shows the totals of budget values and actual amounts from transactions for a selected month The user can select the category account type to be included in the report from any combination of income and expense categories and asset and liability accounts The report is grouped and subtotalled by type The Difference B A column shows the value of the budget less the actual For Income categories the difference is taken as negative where the actual figure is lower than the expected budget thus the calculation for Income categories is actually A B The Ration A B column calculates the actual amount divided by the budget amount as a pe
35. al is shown at the end of each grouping and a grand total Total Account Balances is shown at the bottom of the Account list page Balances are calculated based on the date shown at the top of the Account list Transactions dated before or on this date will be included in the balances You can change the date to a different one to see the balances at that date Account list Balances and automated entries due as at 12109 2012 v II a E s show dormant Account Limit Foreign balance Currency Projected Balance Bank accounts and cash 1 dormant Current account 4 Savings account 1 200 00 100 00 Cash Euro bank account 910 00 EUR 706 03 706 03 Sub total 733 03 Assets Motor vehicles Property owned E Stocks amp shares Sub total Credit cards and charge accounts Credit card 1 500 00 50 00 Sub total 50 00 Liabilities Loans Mortgage Sub total For each account in the list the following information is shown Account The name of the account Limit The overdraft or credit limit for the account Balance The actual balance of the account based on all transactions dated up to and including the as at date shown above the list Projected The projected balance of the account after deduction of automated entries due pending bills and credit card payments If any bank or credit card accounts have been flagged as dormant a
36. also be highlighted indicating that we may need to consider an increased budget for that month In the case of Expense Asset and Liability categories accounts budgets will be highlighted if actual spending exceeds the budget In the case of Income categories budgets will be highlighted if actual receipts were less than the budget You can adjust the budget figures by double clicking on the category or account in the list Home Accounts 3 User Guide 47 EZPZ Software Limited 2013 Graphs and Charts Home Accounts uses a graphing utility called FoxCharts to produce accurate and attractive graphs from your data Some sample outputs along with a brief explanation of settings are shown below Controls Type 8 Multiple Bars E u spending Multiple bars The multiple bars chart plots all the data series on one chart using a different colour for each data series The chart shown has the 3D button out to produce a 2 dimensional chart Home Accounts 3 User Guide Use the Type dropdown to switch between different chart types Not all chart types may be available depending on the data being plotted Use the Legend button to switch the chart legend on or off The legend tells you which data is represented by which colour and is very useful when printing your graph The Colour Mono button is used to switch between a coloured and monochrome chart The monochrome setting is useful when you are printing grap
37. an entry will not affect any transactions that have already been created Processing automated entries Automated entries can be processed automatically when the software is started by choosing this option on the Start up tab of the My Settings window No further interaction from the user is required if this option is selected and instalments will be processed using the date frequency and amount set in the automated entry record Automated entries can be processed at any time by clicking on the Process entries button on the Automated entries tab of the main toolbar This will open the Process automated entries window showing a list of instalments due to be processed as at the date shown Changing this date will rebuild the list and show instalments due for the new date The values in the Due date and Amount columns can be edited if required prior to processing the instalments Tick the boxes in the left hand column for those instalments you wish to process or click on the red tick at the top of the first column to select all instalments Automated entries can also be processed from the Automated entries due list on the Account list page For more details see The Account list Home Accounts 3 User Guide 59 O EZPZ Software Limited 2013 Contacts You can record details of your contacts using Contact records Contact records are not involved in any of the accounting functions of the software they are provided purely for personal inform
38. at the Category list the totals you see are only those for the current year Bank and credit card accounts and asset and liability accounts are not affected by this process This process can be carried out at any time you don t have to perform it specifically on the last day of the financial year you are working to There is no closing off carried out by the software so you can add transactions for the next financial year before you carry out the year end process for the year that has ended None of your transactions are removed during this process on the contrary the balance that has accumulated from the transactions for a category is made zero by creating an additional transaction for an amount equal to the balance but with the opposite sign This means that you are still able to view all the transactions you have entered prior to running this process The year end process is carried out by running the option on the Utilities menu In the window that opens enter the date you want to use for the year end Transactions whose date is before or on this date will be included in the balance calculation A single transaction for an equal and opposite amount to the category s balance is added for each category dated with the year end date Note the total of all the reversing transactions is posted to a special account known as the Reserves account To avoid confusion this account is hidden in the software although its balance can be seen in th
39. ation management Examples of contacts are banks plumbers and solicitors although you are not limited to recording details of just these types of contacts A list of contact records currently held on file can be displayed by selecting the Contacts tab on the main toolbar Adding a new Contact Click on the Create contact button or right click on the Contacts list and select New from the shortcut menu The New Contact Wizard will open Name details page Enter the name details as required The Name display is how the contact will appear in the Contacts list You can change this using the dropdown or by typing in a value not in the list Address details page Enter the address details as required Contact details page Enter the details as required You can store up to 4 telephone numbers for a contact and use the dropdowns to denote what type of telephone number such as Business or Mobile each telephone number is Defaults page Select the Contact type to categorise this contact Where the contact type is Bank you can use the field provided to record the bank sort code Click on the Finish button and confirm that you want to save the new record Editing an existing Contact Select the Contacts tab on the main toolbar to view the Contacts list Double click on the entry in the list to open the editing screen Click Save to save any changes you make Deleting a Contact Select the Contacts tab on the ma
40. avings budgets vs actuals This report shows the annual totals of savings budget values and actual amounts from transactions for a selected 12 month period The Difference B A column shows the value of the budget less the actual The Ratio A B column calculates the actual amount divided by the budget amount as a percentage The Net surplus deficit row at the end of the report shows the totals for the year Balance sheet The Balance sheet report shows the value of your assets and liabilities at the selected date Assets comprise bank accounts and asset accounts Liabilities comprise credit card accounts and liability accounts Totals for sub accounts are included in the accounts they belong to The difference between the total asset balances less the total liability balances is known as your net worth Bank automated entries due This report lists all the automated entries that are due to be processed within a selected period The report can be run for both bank accounts and or credit cards Entries are grouped and totalled by account Bank payments Bank receipts reports These reports list all the payment or receipt transactions within a selected period The report can be run for both bank accounts and or credit cards The report can be produced for a single account or for multiple accounts You select an account for inclusion by ticking the box at the left of the account s name Ticking or unticking the boxes
41. bank account then category is selected transactions are grouped and totalled by bank account then sub grouped and sub totalled by category within that bank account If show sub categories is not ticked transactions for any sub categories are included within the parent category Transactions by Payee This report lists transactions for the selected period grouped and subtotalled by payee The value for payee is taken from the transactions themselves as opposed to the current values in the Payees list If the include blank payee option is ticked transactions having a blank payee field will be included and shown in the report under No payee The report includes transactions for income and expense categories and for asset and liability accounts Trial balance The Trial balance report is a report used in bookkeeping and is included here for the sake of completeness The report shows the balance of all accounts and categories at the selected date The headings Debit and Credit used in the report are accounting terms that are used to enable all balances to be shown as positive values The total debits and total credits shown at the end of the report should equal each other Home Accounts 3 User Guide 24 EZPZ Software Limited 2013 Adding bank credit card transactions New transactions are added for an account via the Account ledger window Click on the Account ledgers tab of the main toolbar to display the Account ledger window
42. ber indicates the month the resulting dates would be invalid as there is no 16th month If you find that there are transactions with blank dates on the next page simply click the Back button to return to page 2 and select a different date format Each line in the file represents a field in the transactions table Not all fields may be present e Aline beginning with the letter D indicates a date Pay particular attention to how the date is formatted as different banks use different date formats e Aline beginning with the letter P indicates the payee This information is used for the payee field e Aline beginning with the letter N indicates the reference for example the cheque number e Aline beginning with the letter L indicates the category If the line contains a colon this indicates a category followed by a sub category This line will not usually be present in files downloaded from banking sites It is often present in transaction files exported from Microsoft Money or Quicken If a category is present in the file but does not already exist in your category list you will be asked if you want to add the category and the sub category if applicable in Step 3 below e Aline beginning with the letter T indicates the amount A negative amount indicates a payment a positive amount indicates a receipt e Aline with the carat character indicates the end of a transaction Where the file being imported is a CSV file use the
43. ccounts they will not be shown in the list unless the show dormant option at the top of the Account list is ticked this option will Home Accounts 3 User Guide 2 EZPZ Software Limited 2013 only be visible if there are dormant accounts in the list The number of dormant accounts is shown in the section heading irrespective of whether or not the show dormant option is ticked Dormant accounts are excluded from the Account dropdown on the Account ledgers page Foreign currency accounts If multi currency is enabled the Account list will display two additional columns headed Foreign balance and Currency The Foreign balance column shows the balance of a foreign currency account in its native currency whilst the Currency column shows the currency code for the currency of that account Sub accounts Each account can contain one or more sub accounts For example we might have an asset account named Stocks amp Shares Within this account we might have sub accounts named British Telecom shares British Gas shares and XYZ Ltd shares A sub account cannot contain further sub accounts Sub accounts can also be used for bank savings accounts to identify a portion of money that relates to a particular purpose For example within a Savings Account you might have sub accounts such as Holiday fund Xmas fund and so on Note that the money contained within a sub account is not separate from the parent account but is part of
44. ck on Proceed to continue with the creation of the new dataset Once the new dataset has been successfully created the system will use it as the current dataset and carry out its checking procedures on it Selecting a location for your new dataset It is very important that you select a location on your system that has full access rights for all users in order that your data can be updated If you are running the software on a single PC the suggested locations are as follows Windows XP C Documents and Settings All Users Documents EZPZ Software Home Accounts 3 Datasets Windows Vista C Users Public Documents EZPZ Software Home Accounts 3 Datasets Windows 7 C Users Public EZPZ Software Home Accounts 3 Datasets Network Users Home Accounts 3 User Guide 73 EZPZ Software Limited 2013 If you are running the software on a LAN you should first create a shared folder to hold all your datasets on the computer you are using as your server and name it EZPZDATA or similar You would then select the shared folder on the server as the location for the new dataset Removing a dataset If you have multiple datasets and there is one that you no longer wish to keep a dataset can be removed in the following way Start the software in the usual way When the Select Dataset window appears highlight the dataset you wish to remove from the list and click the Delete button You will be asked to choose whether to e Remove the entr
45. ck on Save to carry out the revaluation A transaction will be created using a special category called Foreign Currency Revaluation having a value of 29 33 paid out This new transaction will not affect the native currency value of the account only its base currency equivalent The transaction will also only be visible when viewing the account ledger in the base currency Home Accounts 3 User Guide 42 EZPZ Software Limited 2013 Reconciling an account The account reconciliation process involves checking the transactions you have entered for an account against an external source typically a bank statement to make sure that they match up Using this process can show up errors in data entry where for example you may have mistyped an amount Each transaction has a field that stores the date of the statement it appeared on termed the reconciled date This date is initially blank when the transaction is first saved When account reconciliation is carried out you enter the date of the statement you are reconciling to and select the transactions on screen that match corresponding entries on the statement When the reconciliation is completed the selected transactions are updated and the statement date is stored in their reconciled date field In this way it is possible to tell which transaction appears on which statement Reconciliation is available for Bank and Credit card accounts Carrying out a reconciliation Select the Accoun
46. cted payee s Deleting a payee will not have any effect on any existing transactions Changing the case of a payee name You can change the case of a payee name to lower case upper case or proper case as required Open the Payees list and tick the entry ies in the list that you want to change the case of Locate the button with the arrowhead at the bottom of the Payees window and click on it Select the case option you require from the menu that appears The change case button will show the menu selection made Click on the change case button to change the case of the selected payees Example a payee named ABC Limited Lower case abc limited Upper case ABC LIMITED Proper case Abc Limited Home Accounts 3 User Guide 39 EZPZ Software Limited 2013 Transaction details Each transaction you enter has a Transaction detail field which enables you to record details about the transaction additional to the Payee and Category When a transaction is saved the transaction detail is saved to a separate table When you next enter a new transaction the newly added transaction detail will appear in the dropdown list so that you can select the detail without having to type it in again The table of Transaction detail records can be accessed via the Transaction details button which is located on the Account ledgers tab of the main toolbar In addition to transaction detail being automatically saved when you save a transaction you
47. d colour select white as both the reconciled and unreconciled background colours Home Accounts 3 User Guide 12 O EZPZ Software Limited 2013 Split transactions A split transaction can be split amongst multiple categories and or have different details for each part that makes up the transaction For this reason split transactions appear in the ledger with lt Split transaction gt in the Category column whilst the Details column is left blank for the entry A symbol consisting of a plus sign in a square is shown next to the Date column To view details of the splits for the transaction right click on the entry and select the Expand option from the menu that appears To return the transaction to its previous display style right click on any of the rows that make up the transaction and select the Collapse option from the menu that appears To expand all split transactions in the ledger right click on any row and select the Expand all option from the menu that appears To return all split transactions to their normal display style right click on any row and select the Collapse all option from the menu that appears Finding a transaction You can search through the list of transactions for those that contain particular details using the Find button at the top rindwhat Tesco Find all right of the Account ledger window When you click on this button a window will appear in which you can enter the detail you want to fi
48. d that these accounts will already have balances that need setting up in the software before you begin to enter other transactions The Opening balance button lets you enter the opening balance for the bank or credit card account When this button is clicked you will see a window similar to the one below if the selected account is in the base currency you will not see the Exchange rate field Opening balance Euro bank account Amount 1 00 00 in credit C overdrawn 13500000 E Close When you first start to use the software you should enter the current amounts you have in your accounts using the Opening balance button It is recommended that you enter all opening balances as they were at the same date Enter the amount in the field provided and select the option to indicate whether the balance is in credit or overdrawn Home Accounts 3 User Guide 30 EZPZ Software Limited 2013 When entering the opening balance for a foreign currency account as in the example shown above you also need to enter the exchange rate in terms of the foreign currency to the base currency Home Accounts 3 User Guide 31 EZPZ Software Limited 2013 Adding asset account transactions New transactions are added for an account via the Account ledger window Click on the Account ledgers tab of the main toolbar to display the Account ledger window Select the account for which you want to add transactions using the Account dr
49. der record in a chain of repeating reminders the remaining reminders in the chain will no longer point to a root reminder record and will act as independent reminders Keeping reminders after acting on them You may want to keep a reminder after you have acted on it as a record that a task has been carried out This can be achieved by changing the status of the reminder from pending to completed Reminders whose status is completed will not be removed by the system and you will not be notified of them Disabling reminders If you want the system to stop notifying you of due reminders at start up proceed as follows 1 From the Settings menu select the My settings option 2 When the My Settings screen opens click on the Start up tab 3 Un tick the option labelled Check for reminders 4 Click on the OK button to save the new settings The next time you start the software the system will not check for due reminders Reminder types When you create a reminder you select a reminder type for it The reminder type can be used when viewing or printing a list of reminders so that only those of a selected reminder type are displayed Adding a reminder type Click on the Reminders tab on the main toolbar Click on the Reminder types button on the Reminders tab to open the Reminder types window Click on the New button to open a New Reminder Type window Select General as the Object type and ent
50. dow For an asset or liability account click on the Account list tab to display the Account list Locate the account in the list and double click on it When the account record window opens click on the Edit budget button at the bottom left of the window to open the budget editing window Budget values can be entered individually by typing directly into the fields for the months or you can use the controls at the bottom of the screen to fill in the budget values using the option selected from the dropdown For a description of the dropdown options please see the section on Entering budgets using the Budgets window above Click on Save to save the changes to your budgets Budget comparison The Budget comparison screen is displayed by clicking on the button in the Budgets group on the Category list tab of the main toolbar The Budget comparison screen shows actuals and budgets for the previous 12 months and budgets for the next 12 months You can view a different period by changing the month and year using the dropdowns provided and then clicking the Refresh button Highlighted cells indicate budgets that were not may not be achieved For example if the actual spending on Groceries in January 2012 was 1 025 50 and the budget for January 2012 was 900 00 then the cell containing the January 2012 budget will be highlighted If the budget for January 2013 is 1 000 00 then the cell containing the January 2013 budget will
51. e Show top control an entry labelled Other will be included that includes the total for those entries not shown This is to ensure consistency of percentage values when viewing the chart as a pie or doughnut When any of the values at the right of the chart are changed click the Refresh button to update the chart Totals by Category This report shows totals of transactions for the selected period for each category If the show sub categories option is ticked each category and sub category is shown with its own total If the option is not ticked totals for sub categories are included with the parent category total The user can select the category account type to be included in the report from any combination of income and expense categories and asset and liability accounts The report is grouped and subtotalled by type The column 96 of Sub total shows the Total expressed as a percentage of the subtotal for the type for example the Total for a Groceries expense category as a percentage of the subtotal for all expense categories The column 96 of Income shows the Total expressed as a percentage of total income the subtotal for all income categories Totals by category bank account This report is similar to the Transactions by category bank account report see below but shows only totals instead of individual transactions Totals by Payee This report shows totals of transactions for the selected period for each category
52. e Account ledger window Home Accounts 3 User Guide 45 O EZPZ Software Limited 2013 Budgets Budgets are a tool that can be used to help you plan ahead by enabling you to forecast under or overspending Budget values are monthly amounts that can be set for income and expense categories and for asset and liability accounts Budgets can be entered via the Budgets window or via the record for a category or asset or liability account Entering budgets using the Budgets window You can use the Budgets window to view and enter budgets for all your categories and accounts at the same time Select the Category list tab on the main toolbar and then click on the Budgets button to open the Budgets window Budgets are shown for the year commencing with the month shown at the top of the Budgets window To view your budgets for a different period use the month and year dropdown to select the start month and then click the Refresh button Note if you have made changes to your budgets you must save them before clicking the Refresh button or the changes will be lost Budget values can be entered individually by typing directly into the cells of the grid or you can use the controls at the bottom of the screen to fill in the budget values for the current row of the grid Use the dropdown at the bottom left of the Budgets window to select the replacement option required The options are This amount Replace all the budget values with the
53. e Trial Balance report Home Accounts 3 User Guide 68 EZPZ Software Limited 2013 User access and security The software allows you to create and maintain a list of users that have access to your data Each user has a User ID a user name and a password which they use to log onto the system You can control which parts of the system a user has access to by setting up access rights for the user The User List User records are managed via the User List The User List is displayed by selecting the option on the Settings menu User List users and to record who did what on the system UserID Username Richard Branson Prince Harry Tom Jones Adding a User To add a new user to the system open the User List and click on the New button to create a new record Enter a User ID for the new user This can be up to 10 characters long and can be any mixture of letters and numbers The User ID must be entered by the user along with his password when logging on to the system UserID TOM Username Tom Enter the User name and a suitable Password The password can be up to 10 characters long and can be any mixture of letters and numbers Passwords are case sensitive Blank passwords are allowed Password maximum 10 characters case sensitive Confirm password Access Rights Click on the Save button to save the record Once you have saved the record you can enter access rights for the
54. e currency bank accounts Adding a new automated entry Select the Automated entries tab on the main toolbar to view the Automated entries list Click on the Create entry button on the Automated entries tab or right click on the Automated entries list and select the New option from the menu that appears This will start the New automated entry wizard Page 1 Type of automated entry Select the type of automated entry you want to create from the options available e bank withdrawal paid out use for regular payments our of a bank or credit card account e bank deposit paid in use for regular amounts received into a bank or credit card account e bank credit card transfer use for regular transfers between bank and or credit card accounts e account category transfer use for regular transfers between categories and or accounts that are not bank or credit card accounts e asset and liability accounts Page 2 Select accounts and or categories Use the dropdowns to select the accounts or categories involved in the automated entry In the case of a bank aria sutomatedenty withdrawal select the bank account from the first Select bank account and category dropdown and the category Lee oe or asset or liability account Bank account First Direct joint account from the second dropdown Category Electricity amp Gas Household Payee EDF ENERGY Reference Dir debit Details Monthly direct deb
55. ecomes due the system will check if the reminder is set to repeat If it is the date that the next reminder should appear is calculated from the frequency and a new reminder record is created Home Accounts 3 User Guide 61 EZPZ Software Limited 2013 Stopping a repeating reminder You can stop a reminder from repeating by editing the root reminder record If you are unsure which is the root record open one of the reminders in the chain and click on the Repeat tab If this is not the root reminder record you will see a button labelled Go to root click on this button to open the root record in this reminder window Edit the frequency and or last date as required Click Save to save your changes Tip editing the root reminder will affect all other reminder records based upon it If you clear the frequency and last date values in the root record all the reminder records based on the root record will be deleted Deleting a reminder To delete a reminder highlight the entry in the list then click on the Delete reminder button on the Reminders tab Pending reminder records are retained on the system for a set number of days after their due date You can change the number of days reminders are kept for by clicking on the Reminder defaults button on the Reminders tab Reminders that are older than this number of days and whose status is pending will be removed from the system at start up Tip if you delete the root remin
56. econciliation using a bank statement is as follows 1 Before beginning to reconcile your bank statement ensure that the reconciled balance shown on the screen is the same as the starting balance on the bank statement If the two Home Accounts 3 User Guide 44 O EZPZ Software Limited 2013 amounts do not agree you should leave the reconciliation and try to find out why there is a discrepancy before continuing 2 For each entry on your bank statement locate the corresponding entry in the Items not yet reconciled list Click on the entry to select it then click on the Move item button to move the entry into the lower grid When you move an entry from one list to the other the reconciled balance and difference amounts will update If you move an entry into the Items that appear on this statement list in error you can move it back by selecting the entry and clicking on the Remove item button You can also move an entry from one list to the other by double clicking on it 3 Continue in this way until the Items that appear on this statement list contains all the transactions that appear on your bank statement At this point the reconciled balance on screen should equal the closing balance on your bank statement If this is the case click on the Reconcile button to mark the selected transactions as reconciled When you next open the Reconciliation window those transactions will no longer appear in the upper list but will instead be inc
57. ected balance column of the Account list When the bill does arrive you can process it to create the transaction that appears on the account ledger gt Process Delete The list shows any pending bills currently held on file and enables you to add remove and process pending bills The list also includes any credit card payment records The Process button is used to process the currently selected entries to the account ledgers To select an entry for processing tick the box in the first column Click on the red tick at the top of the first column to select all entries in the list Once processed the entries will be removed from the list The transaction created by processing a pending bill will be dated with the date of processing irrespective of what the due date on the bill was Adding a new pending bill To add a new pending bill to the list click on the New button In the New Pending bill window that appears enter details of the bill as required then click on the Save button to add the new bill to the list Removing a pending bill To remove one or more pending bills from the list tick the box in the first column and click the Delete button Credit card payments If you are recording credit card transactions using the software you can set up a credit card payment record for the credit card account A credit card payment record links to a bank account indicating which bank account the credit card is paid fr
58. ed e PDF Adobe Acrobat Document e DOC Microsoft Word 2000 document e DOCX Microsoft Word 2007 document e XLS Microsoft Excel spreadsheet e HTML standard HTML file e RTF rich text format file e TXT standard text file any pictures lines or other drawing elements are excluded when using this format The above file formats are generated by converting the native report output to the chosen file format Not all reports are suitable for conversion and the resulting file when displayed may not always match the look of the native report file Absolute vs flow layout Where you see documents with these options the difference is as follows Absolute the resulting document is created using text boxes to obtain a result that is closest to the native report This type of document is more accurate but can be difficult to edit and is a larger file size Home Accounts 3 User Guide 2 EZPZ Software Limited 2013 Flow the converter attempts to use proper lines and paragraphs wherever possible The resulting document may be less accurate but is easier to edit and is a smaller file size Tip if you are printing to a file we recommend you use the PDF file type it is most accurate and the file cannot be edited by the recipient whereas the other file formats can The Print button is used to print a report or document When you see this button on a list al screen it will enable you to print the current list The Reports
59. elect it If the backup you want to restore from is listed on the Previous backups tab you can click on it and the filename will be copied into the Filename field on the Backup details tab If the backup file is password protected enter the password in the field provided Passwords are case sensitive Please note that if you forget the password that was used to encrypt a backup file we are unable to extract the password for you Click on OK to continue with the restore or on Cancel to abort the process Once your files have been restored the system will check the integrity of the restored data before continuing Renaming a dataset Each dataset you create has a name which appears on the Title bar and Status bar You can change the name of the currently open dataset if required Select the Dataset defaults option from the Settings menu When the Dataset defaults window opens select the Name tab Edit the dataset name as required Click on Save to save your changes Note the dataset name is stored in the backup file when you create a backup file When restoring from a backup file the current dataset contents including the dataset name will be overwritten by the contents of the backup file Home Accounts 3 User Guide 67 O EZPZ Software Limited 2013 Year end processing The year end process clears the balances of your income and expense categories effectively resetting their balances to zero so that when looking
60. er details for the new reminder type in the field provided Click on Save to save the new record Home Accounts 3 User Guide 62 EZPZ Software Limited 2013 If the reminder type does not already exist it will be added to the list and will be available when you next create a reminder Deleting a reminder type Click on the Reminders tab on the main toolbar to display the Reminders list Click on the Reminder types button on the Reminders tab to open the Reminder types window Highlight the reminder type you want to delete in the list and then click on the Delete button Home Accounts 3 User Guide 63 EZPZ Software Limited 2013 Utilities Rebuild Data This option on the Utilities menu is used to rebuild your data files after for example you have suffered a power cut and your data has become damaged You can also run this utility on a regular basis to compact your data files so that they take up less space on your hard drive Clear old transactions Every now and again when you have accumulated a lot of transactions you may want to get rid of old transactions that you no longer wish to keep The Clear old transactions option on the Utilities menu removes old transactions replacing them with brought forward balances The brought forward balance for a category or account will be the net total of all the transactions being removed For example shown below is a screenshot of the account ledger for a bank account
61. es in the dropdown Category mandatory The category for the transaction If the Split button has been used to create a split transaction the Category dropdown will display Split transaction and selection from the dropdown will not be possible Payee optional The payee for the transaction This is whom the amount was paid to or received from Details optional A description of the transaction up to 50 characters to help you remember what it was for If the Split button has been used to create a split transaction the Details field will show no content and editing will not be possible Amount mandatory The transaction amount Select Paid out or Paid in to indicate whether the amount was paid out of the bank account or paid in If the Split button has been used to create a split transaction the Amount field will show the sum of the individual splits and editing of the amount will not be possible Split optional The Split button is used to create a split transaction that comprises multiple amounts categories or details For more details on entering split transaction see Split transactions below 1 off optional Tick the box if this is a one off or non regular transaction One off transactions are excluded from forecast balance calculations used in the Account Balance graph Using the Category dropdown The Category dropdown is designed to help you find a category quickly by predicting the category name based on the characters
62. h the month shown at the top of the Savings budgets window To view your budgets for a different period use the month and year dropdown to select the start month and then click the Refresh button Note if you have made changes to your budgets you must save them before clicking the Refresh button or the changes will be lost Budget values can be entered individually by typing directly into the cells of the grid or you can use the controls at the bottom of the screen to fill in the budget values for the current row of the grid Home Accounts 3 User Guide 8 EZPZ Software Limited 2013 Use the dropdown at the bottom left of the Savings budgets window to select the replacement option required The options are This amount Replace all the budget values with the amount entered Tip if your budget is the same for all months with the exception of one or two replace all budgets with the same amount and then edit the values in the cells for those months whose budget will be different Previous year You can use the budgets from the previous year as your new budget values budgets The values can by increased decreased by entering a percentage Click on Save to save the changes to your budgets Entering budgets via a bank account record Savings budgets for an individual bank account can be entered via the bank account record Click on the Account list tab to display the Account list Locate the bank account in the list and doub
63. he credit card account will be calculated and copied into the Amount due field which cannot be edited If the pay minimum payment option is selected enter the amount of the minimum payment in the Amount due field Click on the Save button to save the credit card payment record Once saved the credit card payment record will appear in the Bills pending list Bills pending 125 00 wt Due Bank Payee Details Amount E 18 04 2012 First Direct joint account Bodgit amp St Car service 125 00 El 20 04 2012 First Direct joint account Creditcard payment 199 98 The amount of the credit card payment will be deducted from the balance of the linked bank account along with any other pending bills to give the balance in the Projected column of the Account list showing what you have available to spend in the bank account Processing a credit card payment When you receive your credit card statement and want to record that you have paid it from the linked bank account you can do so from the Bills pending list Tick the credit card payment record in the Bills pending list then click on the Process button at the bottom of the Bills pending list Home Accounts 3 User Guide 7 O EZPZ Software Limited 2013 A a ie ea Edit the Date and Amount as required then click the OK button to process the payment To Card Alliance amp Leicester l l Any amount left unpaid on the credit card account will be carried forward to
64. he top right of the list When the list is first opened today s date is used as the due date and reminders whose due date is on or before this date are displayed To view reminders set for a date in the future change this date to a suitable future date Adding a New Reminder Click on the Create reminder button on the Reminders tab to add a new reminder Enter the date on which you want to be reminded of the event in the Due date field Enter the date on which the action needs to be taken in the Action date field This is an optional user value and is not used by the software If the reminder is to be allocated to a particular user select the User from the dropdown list The User dropdown will only be visible if user records have been created on the system Select the type of reminder from the Reminder type dropdown Optional Notes can be entered on the Notes tab as required Click on the Save button to save the new reminder Repeating reminders There may be occasions when you want to be reminded to do something every year or every month You can set a reminder to repeat itself so that you don t have to remember to create a reminder each time On the Repeat reminder tab of the reminder record choose how often you want the reminder to repeat by selecting the frequency from the repeat every dropdown Enter a date in the until field if you want reminders to stop after that date otherwise leave the field blank When a reminder b
65. hs and don t have a colour printer Use the 3D button to toggle between a 2 dimensional chart and a 3 dimensional one Push in the button to get a 3 dimensional chart When displaying a 3 dimensional chart you can use the 3D depth spinner to increase or decrease the depth of the chart These buttons are used to switch background lines on and off Background lines can make it easier for you to identify the data values Click on the colour swatch to change the colour used for a particular data series Use the tick box to switch a data series on or off T Jun Jul Aug Sep Oct Mov Dec Jan Feb Mar Apr 48 O EZPZ Software Limited 2013 This chart shows the same a a 4 DO Bg Expenses data in a 3 dimensional chart Wf Difference with the legend switched on Bl income and with horizontal background lines May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr Horizontal multiple bars The horizontal multiple bars chart is similar to the multiple bars chart but is rotated through 90 degrees In the example shown you will notice that the x and y axis have changed places Mar Apr E E E Lines The line chart plots all the xpenses data series on one chart No dE using a different colour for sas Ncome each data series The chart shown has the 3D button out to produce a 2 dimensional chart It also has the Colour Mono button pushed in to produce a monochrome chart and has both horizontal
66. in the Include section will cause all accounts of that type in the list to become ticked or unticked Select the Period you want to report on using the dropdown provided To report on a date range not listed select the Custom dates option to enable you to enter your own date range Home Accounts 3 User Guide 10 EZPZ Software Limited 2013 The report lists transactions grouped by account with each account starting on a new page Transaction amounts are shown in the native currency of the account Bank transactions This report lists all the payment and receipt transactions within a selected period The report can be run for both bank accounts and or credit cards The report can be produced for a single account or for multiple accounts You select an account for inclusion by ticking the box at the left of the account s name Ticking or unticking the boxes in the Include section will cause all accounts of that type in the list to become ticked or un ticked Select the Period you want to report on using the dropdown provided To report on a date range not listed select the Custom dates option to enable you to enter your own date range The report lists transactions grouped by account with each account starting on a new page Transaction amounts are shown in the native currency of the account Total receipts and payments for the period are shown for each bank account Cash flow statement The Cash flow statement shows the movement of
67. in toolbar to view the Contacts list Highlight the entry you want to delete in the list and click on the Delete contact button on the Contacts tab You can also right click on the entry and select Delete from the shortcut menu Home Accounts 3 User Guide 60 EZPZ Software Limited 2013 Reminders Reminders are used in the system to remind you of something that needs doing in the future When you create a reminder it has a due date set by you Each time the software is started a check is made for reminders whose due date is on or before today s date and whose status is pending If any are found the total is displayed for the user logging on on the Things To Do list This option can be disabled in the My Settings screen A reminder has a Status field which is used to indicate whether the reminder has been acted upon or not When a new reminder is created it will have a status of pending by default When you have acted upon a reminder you can either delete it to remove it altogether or you can change its status to completed if you want to retain the reminder as a record that the action has been carried out Where user records have been created in the system a reminder can be allocated a user code The Reminders list Click on the Reminders tab on the main toolbar to display the Reminders list The reminders that are displayed in the Reminders list can be filtered using the Set Clear filter button located at t
68. ing reports are available via the Reports button on the Category list tab of the main toolbar Annual budgets vs actuals This report shows the annual totals of budget values and actual amounts from transactions for a selected 12 month period The user can select the category account type to be included in the report from any combination of income and expense categories and asset and liability accounts The report is grouped and subtotalled by type The Difference B A column shows the value of the budget less the actual For Income categories the difference is taken as negative where the actual figure is lower than the expected budget thus the calculation for Income categories is actually A B The Ration A B column calculates the actual amount divided by the budget amount as a percentage The Net surplus deficit row at the end of the report shows the totals for the year calculated as income less expenses less assets less liabilities A positive balance or surplus results when spending is less than income whilst a negative balance or deficit results when spending exceeds income Audit trail The audit trail report gives a list of all transactions dated within the selected period Budgets This report shows the budget values by month for a selected 12 month period The user can select the category account type to be included in the report from any combination of income and expense categories and asset and liability accoun
69. it Home Accounts 3 User Guide 56 EZPZ Software Limited 2013 In the case of a bank deposit select the bank account from the first dropdown and the category or asset or liability account from the second dropdown In the case of a bank credit card transfer select the account that the money is coming from using the first dropdown and the account that it is going to using the second dropdown In the case of an account category transfer select the account category that the money is coming from using the first dropdown and the account category that it is going to using the second dropdown Home Accounts 3 User Guide Bank account First Direct joint account Category Pension Wages amp Salaries Payee EZPZ Software Reference BACS Details Monthly pension Select accounts From account First Direct joint account To account Everyday e Saver Payee Details Transfer to savings From Category Offset Mortgage 2 To Category Mortgage interest O Payee Details Monthly debit interest 57 EZPZ Software Limited 2013 Select accounts categories Reference Interest Cancel Select the payee from the dropdown list or type it in if it is not already in the list The Payee can be left blank if preferred Enter details for the automated entry as you wish them to appear in each transaction that is created The Details can be left blank if preferred Enter the amount
70. it An account that contains sub accounts is referred to as the parent account The Account list can be viewed with just the parent accounts displayed or with parent and sub accounts displayed If only parent accounts are being displayed the balances shown for the parent accounts will also include the balances of the sub accounts they contain To view sub accounts as separate entries in the list and with separate balances tick the show sub accounts option at the bottom of the list A sub account inherits its currency and dormant status from the main account Thus if you make the main account dormant any sub accounts it contains will also become dormant A sub account cannot contain further sub accounts Changing the name of an account You will probably want to personalise the names of the accounts in the list so that they are more meaningful to you Double click on the required account in the list to open the editing screen 2 Ed iting Bank Account Everyday e Saver Account details Physical Address Contact Account name Everyday e Save Currency GBP Pound Sterling dormant account Overdraftlimite 0 00 Sub account af finon el Savings budget Save Close Home Accounts 3 User Guide 3 EZPZ Software Limited 2013 Edit the text in the Account name field as required then click on the Save button to save your changes Close the editing screen The Account list will be updated to show the new
71. le click on it When the bank account record window opens click on the Savings budget button at the bottom left of the window to open the budget editing window Budget values can be entered individually by typing directly into the fields for the months or you can use the controls at the bottom of the screen to fill in the budget values using the option selected from the dropdown For a description of the dropdown options please see the section on Entering budgets using the Budgets window above Click on Save to save the changes to your budgets Home Accounts 3 User Guide 9 EZPZ Software Limited 2013 Account reports The following reports are available via the Reports button on the Accounts list tab of the main toolbar Account statement This report produces a document similar to a bank statement and is based on transactions that have been reconciled When a transaction is reconciled the program stores the date of the bank or credit card statement against each transaction The report extracts all transactions having the selected reconciled date to appear on the report All transactions having a reconciled date earlier than that selected appear on the statement as the brought forward balance Select the Account using the dropdown provided The Statement date dropdown will then be populated with the dates of reconciliations carried out for that account Select the required date from those available in the dropdown Annual s
72. luded in the last reconciled balance Saving your current position If you are unable to complete the reconciliation for any reason you can save your current position using the Save button This will record the items in the Items that appear on this statement list so that they can be reloaded next time you carry out reconciliation of this account The statement date and end balance will also be stored in the saved reconciliation Editing a transaction If you find that you have entered a transaction incorrectly you can edit the transaction by selecting it in the Items not yet reconciled grid then clicking on the Edit item button This will open a transaction editing window Make the changes required then save them by clicking on the Save button in the transaction editing window Making adjustments If there is a transaction on your statement that does not appear in the Reconciliation window because it has not yet been entered on the system you can enter the transaction using the Adjustment button When you click on the Adjustment button a new transaction window will open Once saved the adjustment transaction will appear in the Items that appear on this statement list if it is dated on or before the statement end date Un reconciling transactions If you find that you have reconciled a transaction in error you can correct this by editing the transaction and blanking its reconciled date A transaction can be edited via th
73. made Backups should also be made before carrying out important procedures in the software How to backup up your data Select the Backup Data Files option from the software s File menu to open the Backup Data Files window A default filename for the backup file will be suggested which can be edited as required The suggested filename is based on the backup stem values on the Dataset defaults screen The backup file will automatically be saved with a ZIP extension so there is no need to add an extension A location for the backup file will be suggested but can be changed using the Browse button Where backups have previously been carried out from this computer the suggested location will be the location used for the previous backup The location must start with a drive letter such as C Backups cannot be created to network locations that begin with two backslashes such as SERVER Attempting to backup to such a location will generate an Invalid path or filename error Mapped network drives are allowed If you wish to password protect your backup file enter a password in the field provided The password can be any word or phrase up to 65 characters in length and is case sensitive If a password is entered the backup file will be encrypted and cannot be decrypted without entering a matching password Please note that if you forget the password that you used to encrypt a backup file we are unable to extract the password for you
74. money during the period selected The report is based on transactions for bank and credit card accounts It includes amounts received as Income amounts spent on Expenses Assets and Liabilities and transfers in and out of bank and credit card accounts The difference between the balances at the start and end of the period shows whether there was a net flow of cash in or out Period savings budgets vs actuals This report shows the totals of savings budget values and actual amounts from transactions for a selected period The Difference B A column shows the value of the budget less the actual The Ratio A B column calculates the actual amount divided by the budget amount as a percentage The Net surplus deficit row at the end of the report shows the totals for the period Quarterly savings budgets vs actuals This report shows the quarterly and annual totals of savings budget values and actual amounts from transactions for a selected 12 month period The Net surplus deficit row at the end of the report shows the totals for each quarter and the year Savings budgets This report shows the savings budget values by month for a selected 12 month period The Net surplus deficit row at the end of the report shows the totals for each month and the year Unreconciled transactions This report lists transactions for the selected account s that have not yet been reconciled against a statement The report can be r
75. move in the Account list and then click on the Delete account button on the Account list tab of the main toolbar You can also right click on the on the Account list tab of the main toolbar and select the Delete option from the menu that appears An account can only be deleted if it is not referenced anywhere on the system for example in transactions automated entries or pending bills If the account you want to delete has any sub accounts these must be deleted first Account status The status of an account can be either active or dormant Accounts that are dormant will only appear in the Account list if the show dormant option on the Account list page is ticked The show dormant tickbox will only be visible if there are dormant accounts in your data Dormant accounts are excluded from the Account dropdown on the Account ledgers page To change the status of an account to dormant double click on the account to open the editing screen On the Account Details page tick the dormant account option then click on the Save button to save your changes Home Accounts 3 User Guide 4 EZPZ Software Limited 2013 Changing account type It is possible to change an account s type subject to restrictions for example from bank to credit card by right clicking on the account in the Account list and selecting the Change account type option In the window that appears select the new account type to be applied to the account
76. n Enter the Amount of the transfer Select the bank or credit card account the money is going to using the To account dropdown The two Payee dropdowns will auto complete as the accounts are selected Click Save to save the transfer Foreign currency transfers Bank to bank Hante aa ee Ge ee nee Date 12 04 2042 Reference Transfer From account Current account 1 Payee Savings account 1 Amount 100 00 To account Savings account 1 Payee Current account 4 Details Ban kto bank transfer Save Bank to bank transfers involving foreign currency bank accounts are also possible Where one of the accounts is a foreign currency bank or credit card account and the other bank or credit card account is in the base currency the screen will look similar to the example shown In this example we are transferring an amount of 100 from a sterling bank account our base currency to a Euro bank account The amount was received by the bank and converted into euros and we received an amount of 125 00 Bank to bank transfer E EEES i S From account J oint current account j Payee Euro bank account Amount 100 00 To account Euro bank account Payee Joint current account Amounte 125 00 12500000 amp Details Bank to bank transfer These two amounts are entered into the two Amount fields provided The program calculates the exchange
77. n see Split transactions below As you complete each entry a new row will be added to the grid ready for completion Saving your entries Save the new entries you have added by clicking on the Save button If you want to discard the entries click on the Close button When transactions are saved the relevant account balances will be updated Deleting an Entry If you realise you have made a mistake when entering a transaction in the grid you can delete the entry prior to saving it using the Delete button The entry will appear crossed out and the amount will not be included in the balance column You can undo the deletion by clicking on the Delete button again When you save your transactions entries marked for deletion will not be saved Foreign currency transactions If the bank account is a foreign currency account an additional exchange rate field will be visible when entering transactions For example Home Accounts 3 User Guide 27 EZPZ Software Limited 2013 Preset Reference Category Gits y Payee Uncle John d W 1 off Details Birthday present Amount E 50 00 Exc rate 12245000 l Paid out Paid in Split Save The exchange rate is entered in the field near the bottom left of this window In the above screenshot we can see an exchange rate of 1 2245000 has been used Exchange rates are always expressed as the ratio of the foreign currency to the base currency
78. name for the account you edited Adding a new account You will probably want to add other accounts of your own to the Account list additional bank accounts for savings asset accounts and so on To add a new account click on the Create account button on the Account list tab of the main toolbar You can also right click on the accounts in the list and select the New option from the menu that appears When the Create account window appears select the type of account you want to create and click the OK button This will start the new account wizard for the type of account you have selected Account name Enter the Account name in the field provided Each account name must be unique that is to say you cannot have two accounts with the same name If the new account is to be a sub account of an existing account select the parent account from the dropdown Certain fields such as overdraft limit cannot be accessed for sub accounts Enter the rest of the details as required Some of the details are optional and are for your information purposes only We recommend that you only enter these if your data is not going to be viewed by other people Click on the Finish button to create the new account The new account will be created and appear in the Account list under the relevant group heading Deleting an account If you find that you have added an account in error it is easy to remove it Click on the account you want to re
79. nces date is today s date The values of instalments due for processing are taken into account in the Projected balance column of the Account list The Process button is used to process the currently selected instalments to the account ledgers To select an instalment for processing tick the box in the first column Click on the red tick at the top of the first column to select all instalments in the list Once processed the instalments will be removed from the list Note where the list contains multiple instalments for the same automated entry record you must process the instalments in date order Double click on an instalment in the list to edit the underlying automated entry record For details on how to add edit and remove automated entries see Automated entries The Bills pending list The Bills pending list appears on the Account list page if the Bills pending tickbox on the Account list tab of the main toolbar is ticked Home Accounts 3 User Guide 5 O EZPZ Software Limited 2013 The purpose of the list is to enable Bills pending 4 032 64 you to record details that you know w Due Bank Payee Details Amount Type are coming but have not yet B 16 04 2012 Bank current AA Insurance Services Annual motorins 632 54 pay out arrived The values of pending bills Lal EA RR din 300 00 pay out are taken into account in the 15 05 2012 Bank current Daisy Trotter Birthday gift 100 00 pay out proj
80. nd S Find 1 case sensitive Tick the case sensitive option to find exact matches for the detail you enter Click on the Find next button to move to the next entry in the list that contains the detail Click on the Find all button to list all the entries that contain the detail you entered Click on any of the entries listed to move to that entry in the list Editing deleting a transaction You can edit a transaction in the account ledger by double clicking on it This will open an editing window where you can change the details of the transaction as required Once you have made your changes click on the Save button to save them If you decide you don t want to save the changes you have made click on Close to close the editing window without saving changes You can delete the transaction using the Delete button at the bottom left of the editing window Deleting a transaction will permanently remove it from the account ledger and update the relevant account balances This action cannot be undone Care should be taken when deleting or changing the amount of a transaction that has been reconciled as this will affect the reconciled balance of the account that the transaction relates to Adding new transactions New transactions are added for the selected account using the array of buttons to the left of the account ledger The buttons that are visible will depend on the type of account for example bank or liability F
81. ndow The account reconciliation window is split into two halves The upper half labelled Items not yet reconciled lists the transactions that have not yet been reconciled for this account The lower half labelled Items that appear on this statement is used to move transactions into where the transactions appear on the statement being reconciled The calculation at the bottom of the Reconciliation window shows the difference between the reconciled balance and the statement end balance This difference will be equal to the total of the transactions that appear on the statement and that need to be selected on screen to enable the reconciled balance to agree with the statement end balance Where transactions have previously been reconciled for the selected account the total of the reconciled transactions and the date of the last reconciliation will show as an entry in the lower half of the window with Last reconciled balance as the payee In the screenshot below the last reconciliation was carried out for a statement dated 30 06 2011 The total of all reconciled transactions shows as 1 865 32 and the amount is positive indicating a credit balance The reconciliation is carried out by working through the bank statement and matching each entry on the statement to a corresponding entry in the Items not yet reconciled section As each entry is matched we double click on it or click on the Move item button to move it into the Items
82. ng on the entry in the list In the editing window that appears edit the reference as required then click OK to save the change Changing an entry will not have any effect on any transactions that contain the old value Deleting an entry Open the Transaction reference list and tick the entry ies in the list that you want to delete Click on the Delete button to permanently delete the selected entry ies Deleting an entry will not have any effect on existing transactions Changing the case of an entry You can change the case of an entry to lower case upper case or proper case as required Open the Transaction reference list and tick the entry ies in the list that you want to change the case of Locate the button with the arrowhead at the bottom of the Transaction reference window and click on it Select the case option you require from the menu that appears The change case button will show the menu selection made Click on the change case button to change the case of the selected entries Example old reference Visa debit Lower case visa debit Upper case VISA DEBIT Proper case Visa Debit Home Accounts 3 User Guide 41 EZPZ Software Limited 2013 Revaluing a foreign currency account When transactions are created for a foreign currency account the exchange rate entered at the time is stored within the transaction so that the equivalent value of the transaction in the base currency can be calculated and used t
83. nt records automated entry and preset records will not be affected by this process View error log In the event that an error occurs in the program a screen will usually appear showing details of the error and asking if you want to log it Home Accounts 3 User Guide 64 O EZPZ Software Limited 2013 Click on the Yes button on this screen to record details of the error in a log file that can be emailed to us Reporting errors in this way helps us to correct them and improve on the software Clicking on No will not log the error In the next screen that appears click on OK to continue with the program Note depending on what stage the program is at further error messages may occur Keep repeating the process until the program is able to continue normally The error log can be inspected by clicking the View Error Log button on the Utilities tab You will be viewing one log entry at a time The date time value at the top right of the screen shows when the error was logged The up down arrows to the right of this box let you scroll through the logged errors Clicking on the User Notes on Errors tab lets you enter your own comments about a particular error Click on the email button to send a copy of the log file to us as an email attachment This information can then be put to good use in correcting the error Home Accounts 3 User Guide 65 EZPZ Software Limited 2013 Maintaining your data Backing up your data
84. o form the base currency balance of the account in the Accounts list Exchange rates fluctuate with the passage of time and it is extremely unlikely that 100 US dollars will be worth the same amount in pounds sterling today as it was six months ago For this reason foreign currency bank accounts need to be revalued from time to time Revaluation does not affect the balance of a foreign currency account in terms of its native currency 100 US dollars received by you six months ago into a US dollar bank account will still be worth 100 US dollars only the equivalent balance in terms of the base currency For example say we received 900 US dollars on 01 06 2012 and on that date the exchange rate we used was 1 5652173 S making the equivalent value 575 00 Foreign Currency Revaluation US dollar account Enter the date at which the revaluation is to be performed A date in the future cannot be used 300 00 Enter the exchange rate to be used for the revaluation However come the 30 06 2012 the exchange rate has changed and we want to reflect the true value in the Accounts list The exchange rate is now 1 6493525 making the 900 worth 545 67 We revalue the balance of a foreign currency account using the Revalue button In the window that appears enter the date the revaluation is being carried out at A date in the future cannot be used Enter the exchange rate to be used for the revaluation in the field provided Cli
85. ognise such grids by the presence of an arrowhead in one of the column headings The arrowhead indicates which column the grid is currently sorted on and also the direction of the sort An arrowhead pointing downwards indicates that the column is sorted from lowest value at the top to highest value at the bottom In terms of a column containing text this means sorted from A at the top to Z at the bottom If you click again on the column heading containing the arrowhead the direction of the sort is reversed so that the highest value is at the top and the lowest value is at the bottom and the arrowhead points upwards Nominal Sub category 0010 Freehold Prope Click bo order Ehe list on this column 0011 Leasehold Property Property This change in the ordering of records in the grid is only temporary once you close the screen and reopen it the grid assumes its default order again You can also use the column headings of a grid to widen or narrow the columns in order that the data in the grid is easier for you to read If you move your mouse pointer over the divider line between two column headings the mouse pointer will change shape to become a double headed arrow Whilst in this position if you click and hold down your left mouse button you can drag right or left to make the column wider or narrower as required When you close the screen the new column widths will be remembered and used again the next time that screen is opened
86. om You can indicate in the credit card payment record whether you pay the credit card account in full or pay the minimum payment amount If you select the option to pay the credit card in full as each payment is recorded from the credit card account the amount to be taken from the bank account is updated The credit card payment record will appear in the Bills pending list and the amount to be transferred is included in the Projected balance column of the Account list Creating a credit card payment record Locate the credit card account in the Account list and double click on it to open the account editing window On the Account details tab click on the Create button next to the Payment record label Home Accounts 3 User Guide 6 O EZPZ Software Limited 2013 Editing Credit card payment eae ens Card Alliance amp Leicester First Direct joint account Due date 20 04 2012 v Details Credit card payment Il pay in full Ei pay minimum payment Select the bank that you want to link the credit card to using the dropdown provided Enter the date when the next payment is due to be made from the bank account in the Due date field When this payment is processed the next payment date will be calculated as one calendar month after this date but can be edited if required Select either the pay in full or pay minimum payment option as required If the pay in full option is selected the current balance of t
87. on Home Accounts 3 User Guide 32 O EZPZ Software Limited 2013 Depreciating an asset The Depreciation button is used when you want to record the fact that the value of an asset such as a motor vehicle has reduced due to wear and tear When this button is clicked you will see a window similar to the one below T Depreciate asset Ford Focus Category Depre ciation s Details Depreciation Amount EM 900 00 increase decrease Enter the amount that the value of the asset has changed by in the field provided and select the option to indicate whether the value has increased or decreased Depreciation is usually a decrease in value Depreciation transactions are usually saved to a special category called Depreciation Click on the Save button to save the transaction Increasing decreasing the value of an asset The Increase decrease button is used when you want to record transactions for an asset account that are not associated with a bank account Enter the amount that the value of the asset has changed by in the field provided and select the option to indicate whether the value has increased or decreased Click on the Save button to save the transaction Entering an Opening balance The Opening balance button lets you enter the value of the asset as it was at the date you have selected to begin entering your finances When this button is clicked you will see a window similar to the one below
88. on 33 dormant 4 12 E error log 65 exchange rate 28 29 Home Accounts 3 User Guide F forecast balances 14 foreign currency 3 27 29 42 G graph 48 grid 1 H historical balances 14 import transactions 51 income amp expenditure 21 J journal 19 L liability 35 M multi currency 1 3 My Settings 5 12 59 62 66 O opening balance 30 33 35 p password 69 75 payee 23 24 26 39 preset 25 37 printing 2 projected balance 2 R reconciliation 43 reference 41 reminder 61 reminder type 62 resizing 8 restore 67 revaluation 32 revalue 42 S savings budget 8 single transaction 25 Spending Tracker 18 split transaction 13 28 statement 43 sub account 3 sub category See category T transaction 25 32 35 transaction detail 40 transfer 29 trial balance 24 U unreconciled transactions 11 User ID 69 User List 69 Y year end 68 O EZPZ Software Limited 2013
89. on the Remove button near the top right of the Tracker Select the category you want to remove from the list in the window that appears The Spending Tracker is located at the right hand side of the Category list page and can be toggled on or off using the Spending tracker tick box on the Category list tab of the main toolbar Resizing the Category list The relative sizes of the Category list and the Spending Tracker can be changed using the horizontal resizing arrow in between the lists Home Accounts 3 User Guide 18 EZPZ Software Limited 2013 Click and hold down your left mouse button whilst over the arrow then drag it left or right to resize the page components Enter journals Journal transactions are used to move amounts from one category or account to another Journals are entered as a batch all having the same date and reference such that the total of the debit transactions is equal to the total of the credit transactions and therefore the balance of the batch is zero To enter journals click the Enter journals button on the Category list toolbar In the Journal batch screen each row of the Splits grid will become a transaction when the batch is saved For each row of the grid you can enter the following information Category The category or account Details Transaction details up to 50 characters Debit Credit Enter the amount in either the Debit or Credit column but not both The terms debit
90. onger use using the controls provided in the Select Dataset window To open a dataset from the list click on it to select it and then click the Open button Alternatively double click on the dataset in the list The selected dataset will be opened and will become the current dataset Adding a new dataset To add a new dataset to the system select New dataset from the software s File menu If the Select Dataset window is currently open you can add a new dataset by clicking on the New button in that window In the New dataset window that New dataset opens select enter a location on your system where you want your new dataset to be created Where do you want to create your new dataset Click on the button to browse your computer and select a location Your new dataset will be created in its own folder at the location you selected Enter the name for the new folder that will be created j for Anew folder will be created in the above location to hold your data files example My dataset 2 The folder What name do you want to give to the new folder name cannot contain the characters V or a full stop C Users Public EZPZ Software Home Accounts 2 Datasets Smith Accounts Click on Proceed to continue Proceed Cancel The New dataset wizard will af New dataset appear Name your dataset Page 1 Enter t h e name you Wa nt to give The dataset name appears in the window title bar the status bar and in the list in
91. opdown Account Property owned Transactions are added using the buttons in the New transaction section to the left of the ledger The buttons that are visible may vary depending on the type of account selected Where the selected account is an asset account the buttons below will be displayed New transaction Increase decrease Opening balance Revaluing an asset The Revaluation button is used when you want to record the fact that an asset has had a significant change in its value This could be for example where you recorded your property as having a certain value that has since significantly increased When this button is clicked you will see a window similar to the one below Revalue asset Property 1 Date 31 05 2012 iw Reference Revalue a NS es Category Assetrevaluation reserve M Details Asset revaluation Kal Oldvalue 65 000 00 New value 75000 00 Amount 10000 00 amp increase 2 decrease vt 1 off Enter the amount that the value of the asset has changed by in the field provided and select the option to indicate whether the value has increased or decreased Alternatively enter the new value of the asset in the New value field the amount of change and increase decrease setting will be worked for you Revaluation transactions are usually saved to a special category called the Asset revaluation reserve Click on the Save button to save the revaluation transacti
92. or details on how to add new transactions see Adding new transactions Home Accounts 3 User Guide 13 O EZPZ Software Limited 2013 Reconciling an account Reconciling an account involves checking the transactions you have entered for the account against an external source typically a bank statement to make sure that they match up Using this process can show up errors in data entry where for example you may have mistyped an amount For details on how to reconcile an account see Reconciling an account Foreign currency accounts If the account being displayed is a foreign currency account an additional Currency control will be visible on the Account ledger page Currency selector When you first open the account ledger for a foreign currency account the transactions are displayed in the native currency of the account You can use the currency selector dropdown to toggle between viewing the transactions in the native currency or in the base currency When the base currency is selected the exchange rate stored in each transaction is used to calculate the equivalent value of the transaction in the base currency This does not change the transaction in any way Account balance graph The Account balance graph is shown at the bottom of the Account ledger window The graph shows the balance of the selected account as it varies by date The graph can show historical or forecast balances for the account by selecting the appropriate o
93. ory named Groceries and could create a preset with the following details Preset Code TESCO1 at as O O Notice that we have left the Amount blank as we will be entering a different amount each time we use this preset Once this preset has been created we can select it when entering a transaction and the various fields will be filled in for us using the details stored in the preset Creating a new preset Click on the Account ledgers tab to bring it to the front Click on the Presets button on the Account ledgers tab to open the list of existing presets Click on the New button This will open an editing window with a blank record ready for completion Enter a Preset Code for the new entry This is the code that will appear in the list when you are selecting your preset so make it something that you will recognise The Code can be up to 10 characters long and must be unique That is to say you cannot have two preset entries with the same code The rest of the details are optional whatever values you enter will be used when this preset is selected when entering transactions Click on the Save button to save the new preset Creating a preset from an existing transaction You can also create a preset from the information in an existing transaction Click on the Account ledgers tab to bring it to the front Select the account using the Account dropdown whose ledger contains the transaction you want to use You may
94. ountry that the system is being used in You can select a different base currency up until such time as transactions have been entered To select a different base currency select the Dataset defaults option on the Settings menu When the Dataset defaults window opens select the Currency tab Select the currency you wish to use as the base currency using the dropdown provided Click Save to save your changes Note if the required currency is not in the Base currency dropdown list you should close the Dataset defaults window and then add the new currency via the Currencies option on the Settings menu You can then return to the Dataset defaults window and select the newly added currency Home Accounts 3 User Guide 1 EZPZ Software Limited 2013 The Account list The Account list page will automatically appear at the front when Home Accounts 3 is started The Account list page is brought to the front whenever the Account list tab of the main toolbar is clicked on Oo or en f Account list Account ledgers a a amp a a 7 Automated P E entries due Create Delete Savings Budget 7 Bills pending Reports Help account account budgets comparison Account Savings budgets Show Reports Help The Account list tab Viewing your Accounts The Account list is where your accounts and their balances are summarised Accounts are grouped into Bank accounts Assets Credit cards and Liabilities A sub tot
95. ource File EXDOWNLOADSIFIRST DIRECPHISTORICAL20130404 503 File type OIF Use the Pick File button the button with three dots on it to locate and select the source file you want to import your transactions from The file can be located anywhere on your computer Files of type QIF and CSV are currently supported Click Next to continue Step 2 Contents of file The contents of the selected file are shown at the left hand side of the window A typical QIF file is shown in the below screenshot Select the date format used in the downloaded file using the dropdown provided In the screenshot the date format used is USA as the dates are in the format mm dd yy month day year If you select the wrong date format the transactions shown on the next page will often include some with blank dates indicating the date is invalid in the selected date format Home Accounts 3 User Guide 51 O EZPZ Software Limited 2013 T Import transactions from file Contents of file Contents of file Type Bank Date format mm dd yy r D08 04 13 PPOUNDLAND LTD 1157 MEADOWHALL LHousehold Miscellaneous T 5 00 A D08 04 13 PPOST OFFICE COUNTE ROTHERHAM LPost Office Stamps T 3 50 A D08 03 13 PPOST OFFICE COUNTE Cancel For example if the date line contained 16 02 09 then the date format used appears to be British of type dd mm yy If we were to select the date format mm dd yy American where the first num
96. pear For details on how to complete the wizard please see the section on Managing multiple datasets The dataset tables will be created and any default values added Once creation of the dataset is complete the Account list will appear Home Accounts 3 User Guide 1 O EZPZ Software Limited 2013 Multi currency support Home Accounts 3 supports multiple currencies enabling you to record transactions involving foreign currency bank accounts A base currency is selected for the system at the outset and this will usually be the currency of the country that the system is being used in Transactions that are in a currency other than the base currency are referred to as foreign currency transactions Enabling multi currency support To use multiple currencies with the software you must first enable multi currency support Select the Dataset defaults option on the Settings menu When the Dataset defaults window opens select the Currency tab Tick the multi currency option Click Save to save your changes Once the multi currency option has been selected you will not be able to deselect it and return to a single currency system if there are any foreign currency accounts used in your data these must first be deleted Setting the base currency Your dataset needs to have a base currency set for it irrespective of whether or not you are using multiple currencies in your data The base currency will usually be the currency of the c
97. ption and for a selected period Account balance Historical Forecast Period Next 6 months 17 May 2012 16 Nov2012 Basis 3 month average v m Enn zou 1 500 Balance F00 Where the Historical option is selected the balances shown are based on the actual transactions entered for the selected account If the Forecast option is selected the balances are forecast based on the forecast Basis selected The forecast options available are e auto entries bills shows the forecast balance based on any automated entries or bills pending that are dated due in the selected period e last month shows how the balance would look if last month s transactions were repeated and fell on the same date Transactions marked as 1 off are ignored Care should be taken in interpreting the forecast balances where last month was for example February which does not normally have a 29th 30th or 31st day In this case there would be no transactions to apply to those days when forecasting the balances for March Home Accounts 3 User Guide 14 EZPZ Software Limited 2013 e 3 month average takes the transactions for the past 3 months and averages them on a daily basis The resulting average amount is then applied to the same date in the forecast period Transactions marked as 1 off are ignored The Account Balance graph can be switched on or off using the tickbox on the Account ledgers tab of the main toolbar Home Acco
98. rate for us and this is stored with the transaction when it is saved It is also possible to have a transfer that takes place between two bank or credit card accounts both of which are foreign currency accounts Home Accounts 3 User Guide 29 O EZPZ Software Limited 2013 In this example we are Bankto bank transfer transferring an amount of 100 from a US dollar bank account to a bank account whose currency is From account US dollar account o the euro The amount was received by the bank and converted into an amount of Amount 100 00 75 00 euros Payee Euro bank account Ta account Euro bank account In this scenario we must use two exchange rates exchange rates are always expressed in terms of Amoune 75 00 Excrate 15000000 the base currency which is pound sterling We therefore need to enter both the amounts and also both exchange rates for the two currencies Payee US dollar account Details Bank to bank transfer Close We have used some unusual exchange rates here to make the calculation easier to follow 100 at an exchange rate of 2 00 S 50 00 75 00 at an exchange rate of 1 50 50 00 Since the amount in the base currency is the same in both cases the software will accept this as a valid transfer Entering an Opening balance It is extremely likely that when you start using the software you will already have one or more existing bank and or credit card accounts an
99. rcentage The Net surplus deficit row at the end of the report shows the totals for the month calculated as income less expenses less assets less liabilities A positive balance or surplus results when spending is less than income whilst a negative balance or deficit results when spending exceeds income Period budgets vs actuals This report shows the cumulative totals of budget values and actual amounts from transactions for a selected period The user can select the category account type to be included in the report from any combination of income and expense categories and asset and liability accounts The report is grouped and subtotalled by type The Difference B A column shows the value of the budget less the actual For Income categories the difference is taken as negative where the actual figure is lower than the expected budget thus the calculation for Income categories is actually A B The Ration A B column calculates the actual amount divided by the budget amount as a percentage The Net surplus deficit row at the end of the report shows the totals for the period calculated as income less expenses less assets less liabilities A positive balance or surplus results when spending is less than income whilst a negative balance or deficit results when spending exceeds income Quarterly budgets vs actuals This report shows the quarterly and annual totals of budget values and actual amounts from transaction
100. s for a selected 12 month period The user can select the category account type to be included in the report from any combination of income and expense categories and asset and liability accounts The report is grouped and subtotalled by type Home Accounts 3 User Guide 22 EZPZ Software Limited 2013 The Net surplus deficit row at the end of the report shows the totals for each quarter and the year calculated as income less expenses less assets less liabilities A positive balance or surplus results when spending is less than income whilst a negative balance or deficit results when spending exceeds income Top expenditure by Category This chart shows the top 10 categories accounts you have spent money on in the selected period You can change the number of items shown by changing the value in the Show top control Where the number of entries would exceed the value in the Show top control an entry labelled Other will be included that includes the total for those entries not shown This is to ensure consistency of percentage values when viewing the chart as a pie or doughnut When any of the values at the right of the chart are changed click the Refresh button to update the chart Top expenditure by Payee This chart shows the top 10 payees you spent money with in the selected period You can change the number of items shown by changing the value in the Show top control Where the number of entries would exceed the value in th
101. same amount and has a similar date or 3 days as a transaction being imported you will see the word possible in the Matches column You can click on the text in the Matches column to view the existing transaction Importing the transactions To import a transaction listed in the grid you must tick the box in the first column at the left Any transactions not ticked will be ignored when the import is carried out Home Accounts 3 User Guide 54 O EZPZ Software Limited 2013 You can use the select all checkbox at the top of the page to select multiple transactions Ticking the checkbox will select all transactions in the list that have a date category and amount and where no matches are shown in the Matches column If a transaction has text in the Matches column but you still want to add it you can tick it manually Click the Finish button to begin importing the transactions The software will check for entries with missing information such as blank dates amounts and categories If no omissions are found in the transactions they will be added to your transactions table Home Accounts 3 User Guide 55 EZPZ Software Limited 2013 Automated entries Automated entries make it easier for you to process transactions that are repeated on a regular basis for example weekly or calendar monthly This is an ideal way of dealing with standing orders and direct debits from a bank account Automated entries can only be created for bas
102. t enter the amount below Amount 0 00 x Back i Cancel Click on the Finish button to save the new entry Editing an automated entry Select the Automated entries tab of the main toolbar to view the Automated entries list Home Accounts 3 User Guide 58 O EZPZ Software Limited 2013 Locate the entry in the list that you want to edit and double click on it to open the editing screen Alternatively right click on the entry in the list and select the Edit option from the menu that appears You can edit the Next due date on the Instalments tab to control the date of the next instalment The Next due date cannot be earlier than the Start date for the automated entry Ending an until further notice automated entry If you want to stop an automated entry which is set as until further notice you can do so by selecting the number of instalments option This will update the number of instalments value with the number of instalments already processed and no further instalments will be made Deleting an automated entry Select the Automated entries tab of the main toolbar to view the Automated entries list Highlight the entry you want to delete in the list and click on the Delete entry button on the Automated entries tab You can also right click on the entry in the list and select the Delete option from the menu that appears The entry will be deleted from the list and no further instalments will be made Deleting
103. t the bar is coloured green When the total of the transactions exceeds the budget the bar turns red spending Tracker Add Remove Bank Charges 23 30 An A 0 Groceries 9712235 O Motor 55 1050 EM JM Jco o M bW 3 3a 3 23 Personal 67 1293 23 Personal Beauty treatment 57133 The totals for the category are shown at the right hand side of the bar For example if the total transactions for a category came to 1654 00 for a 3 month period and the budget for that period was set to 600 00 per month the figures would be displayed as 1654 1800 If the total of the transactions for a category results in a negative balance a zero balance will be displayed Where a category that has sub categories is being tracked the transactions and budgets for the sub categories will be included in the totals The period used by the Tracker is that shown at the top left of the Category list page You can view a different period using the Period control Adding and removing Tracker bars You can add as many bars to the Tracker as space allows To add a bar to the Tracker click on the Add button near the top right of the Tracker Select the category you want to track from the list in the window that appears If the category is not already being tracked a new bar will be added to the tracker and the categories will be resorted to maintain their alphabetical order To remove a bar from the Tracker click
104. t ledgers tab of the main toolbar to bring the tab to the front Select the account you want to reconcile using the Account dropdown The screen will update to show the ledger for the selected account When reconciling an account that contains sub accounts it is recommended that you select the main account to reconcile as transactions for the sub accounts will also be included Click on the Reconcile button to begin the reconciliation If a previous reconciliation has been saved but not completed you will be asked if you want to use the saved statement Click Yes to use the saved statement or No to start over Previous statement If there is no saved reconciliation or if you elect to start over the Statement details window will appear Enter the date of the statement you are reconciling to and its closing or end balance If the tick Statement details box is ticked the reconciliation Please enter details of the statement you are reconciling window will only contain transactions that are dated on or before the statement end date you enter which can help with the reconciliation process Whilst Balance 2578 10 lin credit y not essential to enter the actual details from the statement this information can help with the ae lv only show transactions dated up to the statement date reconciliation process Cancel Home Accounts 3 User Guide 43 EZPZ Software Limited 2013 The account reconciliation wi
105. that appear on this statement section In so doing the amounts in the reconciled balance and Difference fields at the bottom of the window will be updated When all matching items have been moved into the bottom list and assuming all the transactions that are on the bank statement have already been entered in the software we would expect the Reconciled balance field to show 1 917 25 the same as the Statement end balance and the Difference field 0 00 t Reconciling First Direct joint account Statement dated 31 07 2011 WR Tola Po pan oe The top half of the window Items nat yet reconciled Sb ed shows transactions not yet Date Reference Payee Paidin Paid out reconciled i 102014 4 CACH Hel Wy use the button to move it ne ii into the bottom half of the 05 07 2011 TESCO STORES 3 Move window if it appears on this statement 05 07 2011 100594 m Move item Y items that appear on this statement Date Reference Payee Paid in Paid out Re move item 30 06 2011 Lastreconciled bal 1 865 32 04 07 2011 NPOWER 130 00 Remove alla 04 07 2011 TESCO STORES 4 58 92 3 4 F Adjustment n E TUS The reconciled and Peconcied nalance Statement end balance Different i E 104795 EAD OE change as each item ls 1 676 40 ip Aa 1917 25 x s 240 85 OVES in or out of the memi Save Print o bottom list Carrying out the reconciliation The suggested procedure for carrying out r
106. the dropdown If it is already a sub category of another category and you want to make it a category in its own right select the none option from the dropdown Click the Save button to save any changes you make You can also view the transaction history for a category and set budgets for it via the category record For more details see Category record Deleting a category To delete a category select it in the Categories list and then click on the Delete category button on the Category list tab of the main toolbar Alternatively right click on the list of categories and select the Delete option from the menu that appears Confirm that you want to delete the category Once deleted the category record will be permanently removed A category can only be deleted if it is not referenced in any transactions Home Accounts 3 User Guide 17 O EZPZ Software Limited 2013 The Spending Tracker The Spending Tracker is a useful visual representation of your spending against a budget The Spending Tracker appears at the right hand side of the Category list page if the Spending tracker option is ticked on the Category list tab of the main toolbar The Spending Tracker consists of a series of coloured bars each one representing an expense category The total of transactions for that category in the selected period is calculated and so are the set budgets Where the total of the transactions for a category is less than or equal to the budge
107. then ordered Sub accounts are omitted when setting account order as a sub account always appears below the account that it belongs to Period selector Transactions are shown if the transaction date lies in the range shown in the Period selector at the top of the window Transactions whose date is before the start date of the period are totalled and shown as the Balance brought forward Selecting a different period will update the account ledger to show those transactions dated in the new period Feriod Custom dates IT 01 07 2011 to 27 06 2012 Go Selecting the Custom dates option from the Period dropdown will enable you to enter your own date range click the Go button to use the dates entered Transactions dated in the future i e after today s date are shown in grey instead of black Ledger totals The Totals section to the left of the account ledger shows the totals for the selected period The Balance field shows the balance of the account based on all transactions entered including transactions dated after today s date The Today field shows the balance of the account including transactions dated up to and including today s date Reconciled transactions Transactions can be shown with a background colour to indicate whether or not they have been reconciled to a statement You can change the background colours on the Colours tab of the My Settings window If you want transactions to be displayed with no backgroun
108. transaction you enter has a Payee field which is used to record who a payment was made to or who a receipt came from When a transaction is saved the payee name is saved to a separate table When you next enter a new transaction the newly added payee name will appear in the Payee dropdown list so that you can select the payee without having to type it in again The table of payee records can be accessed via the Payees button which is located on the Account ledgers tab of the main toolbar In addition to payee names being automatically added when you save a transaction you can add new payees via the Payees list You can also remove payees from the list and change the case of the text string Creating a new payee Click on the Account ledgers tab to bring it to the front Click on the Payees button on the Account ledgers tab to open the list of existing payees Click on the New button In the window that appears enter the payee name as required then click OK to save the new payee Editing a payee You can edit an existing payee by double clicking on the entry in the list In the editing window that appears edit the payee name as required then click OK to save the change Changing the name of a payee will not have any effect on any transactions that contain the old name Deleting a payee Open the Payees list and tick the entry ies in the list that you want to delete Click on the Delete button to permanently delete the sele
109. ts The report is grouped and subtotalled by type The Net surplus deficit row at the end of the report shows the totals for each month and the year calculated as income less expenses less assets less liabilities A positive balance or surplus results when spending is less than income whilst a negative balance or deficit results when spending exceeds income Categories list This report lists the Categories used in the system The report is grouped into Expense and Income categories When running the report you can select whether to include Income and or Expense categories and whether to show sub categories in the report If this option is ticked any sub categories are shown following the main category Income amp expenditure The Income amp expenditure report shows the totals of transactions for Income and Expense categories and Asset and Liability accounts during the period selected The Income amp expenditure report can therefore be seen as showing your day to day running expenses and whether you are living within your means where total expenditure exceeds total income there will be a net deficit showing you are spending more than you earn The report also shows in the column to the far right the total as a percentage of the total income for the period Home Accounts 3 User Guide 21 EZPZ Software Limited 2013 Note in accountancy terms a true Income expenditure report would not include spending on assets or li
110. un for both bank accounts and or credit cards Home Accounts 3 User Guide 11 EZPZ Software Limited 2013 The Account ledgers An account ledger is a list of the transactions that have been entered for a particular account An account ledger can be viewed by first selecting the Account ledgers tab of the main toolbar and then selecting the account whose ledger you want to view using the Account dropdown Account First Direct current account If the selected account has any sub accounts the transactions for those sub accounts will be included in the ledger for the main account If the selected account is a sub account of another account only the transactions for the sub account will be included in the ledger A sub account will appear beneath its parent account in the dropdown and is shown indented and with a colon Note dormant accounts are excluded from the Account dropdown If you wish to view the ledger for a dormant account you should edit the account record via the Account list page and change the status of the account to active by un ticking the dormant account box and the saving the change The account will then be added back to the Account dropdown Changing account order The Set order button on the Account ledgers tab enables the user to set the order of accounts in the Account dropdown and the Account list page Please note that the accounts listed in the Account list are first grouped by account type and
111. unts 3 User Guide 15 EZPZ Software Limited 2013 Categories Home Accounts 3 uses Categories to help you to identify where your money comes from and what you spend it on Each category has a type The type can be Income or Expense e Income an income category is one which represents money coming into the system e Expense an expense category is one which represents money leaving the system Each category can contain one or more sub categories For example we might have a category named Leisure Activities Within this category we might have sub categories named Eating out Cinema and Sports activities A sub category cannot contain further sub categories The Categories list The categories used in the software are displayed in the Category list Click on the Category list tab of the main toolbar to view the Category list page Categories in the list are divided into Income categories and Expense categories Within these divisions the categories are shown in alphabetical order You can choose to view just the main categories in the list or to include sub categories as well using the show sub categories tick box located at the bottom left of the Categories list When this option is ticked sub categories are shown below the row containing their parent category and slightly indented The two columns headed Sub totals and Totals show the totals of the transactions processed to the category during the period shown in
112. y from the list but without deleting any data files If you choose this option the data files will be left intact on your system and can be added back to the list at a later date if required e Delete the dataset from your system including all the data files that make up the dataset Note if you choose to delete the data files you cannot recover them Use with extreme care Adding a dataset back to the list If a dataset has previously been removed from the list but the data files have not been deleted see above you can add the dataset back to the list using the Browse button in the Select Dataset window In the Locate dataset window which then opens select enter the location of the dataset and click Proceed Note this is the folder containing the BUSDATA DBC file The dataset will be added back to the list Home Accounts 3 User Guide 74 EZPZ Software Limited 2013 Index A access rights 70 Account balance graph 14 account ledger 12 Account list 2 account statement 10 account status 4 asset 32 audit trail 21 Automated entries due list 5 automated entry 56 B backup 66 balance 2 balance sheet 10 bank to bank transfer 29 base currency 56 batch entry 27 Bills pending list 5 budget 18 46 budgets 21 buttons 2 C cash flow statement 11 category 16 Category dropdown 26 cell 1 column heading 1 contact 60 D dataset 1 72 74 depreciati

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