1.1 Introduction
1.1 IntroductionCashbook Complete is a small business program, containing all the necessary tools to manage business accounts, quotes, invoices, employee time sheets, VAT/GST/TAX returns, evaluation of company performance, and other useful tools (phone and address lists etc.). Cashbook Complete also features a security module. Users can be given privileges and passwords to limit access to various parts of the program.
Search functions are also included. Search functions can be used to find particular invoices, quotes, and contacts. This means that you no longer have to remember awkward quote or invoice numbers. Another feature is the report writer. The report writer allows you to create a report using your own conditions, picking out special information relevant for your particular business needs.
Information is shared between the modules within Cashbook Complete. This saves time by entering information only once. Although many parts are separate, they have been designed to work together, and are organised into general sections shown on the main screen. This means you can get to the part that you need quickly. Cashbook Complete also has the flexibility to pass information to other applications (eg. spreadsheets, and word processors).
Cashbook Complete provides standard print-outs for things like invoices, quotes, projects, and time sheets. A fully featured help system is also found within Cashbook Complete. The help system provides you with guidance on how to use the program.
1.2
System RequirementsCashbook Complete requires a minimum of a Pentium 800 with 128 Mb of RAM running Windows 2000 or XP. The software will require about 100 Mb of Hard Disk space.
1.3
Installing the SoftwareWindows 2000 or XP
If you have purchased on CD-ROM, insert the CD-ROM and the installation program should start automatically.
To install the software from the internet, please follow the instructions on the download page.
1.4
Running Cashbook CompleteThe cashbook will run automatically after installation. You can restart it as explained below.
Windows 2000, or XP
To run Cashbook Complete simply double click the Cashbook Complete icon on the desktop. Alternatively you can click the Start button, select Programs, Cashbook Complete, and then Cashbook Complete.
1.5 Welcome to Cashbook CompleteThe first time you run the software, Cashbook Complete looks for an existing data file. If a data file is present, it will automatically load it and run the setup wizard. If Cashbook Complete doesn't find a data file, you will be presented with the following screen:
New
Selecting new will create a brand new cashbook. Select this if you are using Cashbook Complete for the very first time, and have no existing data files.
Open
Select open if you want to open an existing cashbook file. An example of this would be if you are using Cashbook Complete in a multi user environment.
Restore
Use the restore option if you have previously backed up a cashbook, and want to restore it.
Once you have made your selection, click OK. If you decide you want to exit, then simply click on the exit button.
1.6 Setup WizardNote: Some of the following setup wizard screens only appear based on which modules are selected.
This screen is where you set up your company name (or organisation name, trust name, surname), file name, and default cashbook data file folder.
In this box simply type your company name. The company name will appear on the main screen and many reports.
File Name
If you typed a company, then the filename is automatically entered for you. However, you can still type in your own file name if you wish. If the box is blank, then simply enter your own valid filename.
Data File Folder
This is the default cashbook data file folder. If for some reason the cashbook data file should not be stored here (eg. it gets stored on a file server), then enter the folder name here.
Click next to continue.
Regional settings allows you to setup the cashbook to work for your region. It is important that this screen is setup correctly before using Cashbook Complete. If it is not setup correctly, then things such as sales tax may not work as they should.
This Software Will be Configured to Work For
If the country is incorrect, then it is strongly recommended that you exit the Cashbook and change the Regional Settings to the correct values before continuing. To change the regional settings, go into the Windows Control Panel.
Dates Will be Shown in the Following Format
Here you can view your date format and make sure it is correct. If it doesn't look correct for your country, then you can change it by going into Regional Settings (found in the Windows Control panel). It is important to make sure that your regional settings are correct before continuing.
Click next to continue.
Organisations Name
By default, this value will match the company/organisation name entered earlier. You can change it if you need to.
Check Disk Space on Startup
Cashbook Complete will check your hard disk space on startup. This is done to make sure you have enough room to run Cashbook Complete. Select Yes to check your hard disk space when Cashbook Complete starts. Select no if you do not want Cashbook Complete to check your hard disk space.
Financial Year End Date
Enter your financial year end date. This date will be used to remind you to do your year end reports.
Customization
Most companies would set Customization to Standard. If you want to display a Quantity column in the cashbook then select Farming. The advanced button lets you set some extra properties for sunken controls and currency display settings.
Paper Size
Select the paper size to be used for reports.
Initial Screen
This is the screen displayed when the software starts. It can be set to either none (So that you will only see the toolbar and menus), main screen (shows a main menu screen) or cashbook (if you only use the cashbook).
Data File Folder
The data file folder is the location where your cashbook data files and related material (eg. automated backups, quote letters) reside. By default the data file folder is set to your "My Documents\Cashbook Data" folder.
Backup Folder
Enter the folder in which you want backups and restores of the cashbook to occur.
Your Email Address
Enter your email address that will be used for support.
Your Banks Web Site
Enter the web site address of your bank. This will be displayed on the import bank statement screen to help you go directly to their web site.
Click next to continue.
This screen lets you select the level of functionality you require.
Edition
Cashbook Home is similar to MS Money or Quicken, and is only for home users who do not need VAT/GST/TAX to be calculated. It is an excellent tool for doing your home budgets. Cashbook Lite can do VAT/GST/TAX Returns, and also includes the Contact Manager. Cashbook Complete also includes Invoices, Statements, Projects, Timesheets, Expenses and Quotes.
Security
This allows a logon with a password and different privileges for different users. This is only available to registered users.
Report Writer
This gives you the power to create your own reports, ad hoc queries, etc. and lets you export data to other programs. This is only available to registered users.
This screen deals with the issue of VAT/GST/TAX.
Sales Tax Type
From the sales tax type combo box, select the name of the tax you intend to use. If you can't find the name you wish to use on the list, then select Other. If you are not intending to use any sales tax then select None.
Sales Tax Name
This is the name of the sales tax for you region. It is the name used throughout Cashbook Complete. It defaults to the correct name for your region, but can be changed if necessary.
Default VAT/GST/TAX Rate
This will be used as the default for invoicing and cashbook categories which have VAT/GST/TAX. This is initially set to the default rate for your region, but can be changed if needed.
VAT/GST/TAX Number
If you have a VAT/GST/TAX registered number for your region, then enter your VAT/GST/TAX number here. This items name can also be changed by clicking on More.
Price Lists Include VAT/GST/TAX
If you generally sell to other companies then your prices would normally exclude VAT/GST/TAX (ie. select No), but if you generally sell to the general public then the prices would normally include VAT/GST/TAX (ie. select Yes).
GST Return Type (New Zealand Only)
This lets you select the GST method you have chosen with the IRD. It is recommended to use Payments Basis (Cash Basis) because it is the easiest and by far the most common method for small businesses.
Click next to continue.
To import your existing cashbook simply click on the import cashbook button (for more
information on how to import a cashbook, see the cashbook chapter).
To import existing client information click on the import contacts button (for help on
importing contacts, please see the contact chapter).
Click next to continue.
In the cashbook bank accounts screen, you can setup different accounts for your organisation. Examples of accounts include savings and cheque accounts.
All bank accounts setup here must belong to the same organisation. If you want to set up accounts for different organisations then each one should be put into its own database. This is done by selecting New Cashbook from the File menu.
For the opening balance choose a bank statement from which you want to start entering the cashbook data.
The most often used bank account should be entered first.
Click next to continue.
Here you add, delete or modify the cashbook categories to suit your business. It is important to set up the categories in such a manner that they give you usefull reports.
If you put a category into the balance sheet section when it should be in the expense section or vice versa, then you can always move it later. A lot of cashbooks do not have a balance sheet section, so you could simply put everything under either the income or expense sections. The cashbook would still calculate the VAT/GST/TAX correctly.
Some accountants may request that you use specific codes for each category so that they can simplify the preparation of the year end accounts. To do that simply prefix each category with the corresponding code (eg. 470 Telephone).
You can add a new categories to the bottom of the list.
You can delete an existing category by placing the cursor on it and then selecting Delete
Line from the Edit menu.
You can rename an existing category by simply over-typing it.
Balance Sheet Categories
Income and Expenses are easy to understand, but Balance Sheet items are a bit harder. Balance sheet items are those items where although there is a transaction of some nature, it does not directly affect your cash profit. For example :-
VAT/GST/TAX on behalf of your Country/State. The VAT/GST/TAX payments you make to them are therefore not an expense.1. Transfer If you transfer money from one bank account to another, that does not affect your cash profit.
2. Assets If you purchase an asset, the asset will affect your bank balance, but not your cash profit. An allowance for depreciation will be made by your accountant at the end of the year.
3. Drawings If you take drawings (Salary) out of the company, you are taking some of the profit out of the company, but you are not affecting the profit you make.
4. GST Paid to the Tax Department You will have been collecting
Once you have setup the categories, click next to continue.
This screen enables you to setup the invoicing and statements module.
Default VAT/GST/TAX Rate
This will be used as the default for Invoicing. Note: The invoicing VAT/GST/TAX rate is the same as the VAT/GST/TAX rate found in the sales tax setup screen
Invoice Header
Type in the header you would like to use for your invoices.
User Defined Field Name
There is one user defined field name, to give the invoicing in Cashbook Complete some flexibility. This is normally set to "Work Done For" but can be set to "Serial Number", Installation Address", etc. If it is set to "Delivery Address" then when a new invoice is created, the street address is copied into the user defined field.
VAT/GST/TAX Number
If you are VAT/GST/TAX registered then enter your VAT/GST/TAX number here. This items name can alo be changed by clicking on More.
Invoice Terms - Formula
This is used in the statements to calculate when an invoice is due. If an invoice is overdue, then an appropriate message is displayed on the statement.
Invoice Terms - Text
This text is printed at the bottom of each invoice. Note: You can override the default terms for a specific invoice if you wish.
Next Invoice Number
This is the Invoice Number that will be given to the next invoice. This counter is automatically incremented every time you generate a new invoice.
Display VAT/GST/TAX Number on Invoice
If you would like to have your VAT/GST/TAX number appear on your invoices, then select Yes. If you don't want your VAT/GST/TAX number to appear on invoices, then select No.
Print Payment Slip on Invoice
Select Yes to print a payment slip on invoices.
Print Payment Slip on Statement
Select Yes to print a payment slip on statements.
Display Payments made on Statement
Selecting Yes will print the payments made so far for each Invoice.
Email Setup
Click this button if you are planning to email your invoices/statements to clients. For more information on how to setup your email, please click on the help button.
Invoice Column Options
Click this button to change the default configuration of the columns for new invoices. You can toggle various items such as discounts, cost price, and product codes. The best time to set this up is when you are in an invoice, so that you can see the effect of a selection.
Footer Text
Invoices, statements and packing slips can have text at the bottom for special promotions, legal fine print, etc.
Click next to continue.
Cashbook Complete allows you to print out invoices with your organisations letterhead displayed. This is the first part of setting up your letterhead, and requires you to simply enter your contact details.
Organisations Name
By default, this value will match the company/organisation name entered earlier. If you decide to change it, then you can do so.
Contact Details
Enter the contact details that you want to appear on your letterhead. Press enter to move to the next line.
Click next to continue.
This screen is split into two parts. The bottom half of the screen allows you to modify the design, whilst the top half gives you a visual image. To see how this screen works, it is recommended that you modify the values to see what each one does. Click on Help for more details on setting up your letterhead.
Once you are happy with what you see, you can either print or preview your letterhead.
When you are finished, click next to continue.
Invoices are often generated from Timesheets & Expenses
Cashbook Complete allows you to generate invoices directly from your timesheets and expenses. Selecting yes or no sets the default value of the invoice column in the timesheets and expenses data entry screen.
Default User
The default user for entering Timesheets and Expenses (Only displayed if Security is turned Off)
Full Name
Enter the employees first and last names
User Name
This is only enabled if security is selected. It is the user name that will be used to log on.
Password
This is only enabled if security is selected. This is the password that will be used to log on.
Cost Rate
Wages per hour plus about 20 % to allow for things like holidays and overheads.
Charge Rate
Normal hourly charge out rate
Click next to continue.
This screen is only displayed if you select Security in the Modules screen.
With Cashbook Complete you can set up logon`s with different security privileges (Access Rights) for different users. It is possible to lock yourself out of the system if you forget your user name or password, or if you do not give yourself the privileges to modify your own privileges !
In this screen please set up at least two users who will have full access to all the modules, and write their User Names and Passwords Down. If you do not know what the passwords are then simply re-enter them.
You can set the privileges up in more detail from Employees & Security Setup under the Time & Cost menu.
This is the final screen in the setup wizard. It is recommended that you learn what each button displayed does.
Click Finish when you are done.
1.7 How to Move AroundClicking With The Mouse
If you are familiar with using windows there will not be much to learn. For mouse users, only the left button is ever used. Most screens have a toolbar with icons. The icons will highlight when you move the mouse over them (just like a hyperlink in your web browser). To activate the required function, left mouse click on an icon.
Parts Of A Screen
Status Bar
The status bar is at the bottom of the screen. It provides a description or hint about the control or text box you are editing. Sometimes it will suggest what to do next.
Toolbars
The main toolbar always appears near the top (just below the top menu). It allows quick access to these common modules/features: cashbook, contacts, people to call, invoicing, projects, timesheets, quotations, the report writer, undo and help.
Some screens have their own special toolbar at the top of the screen. The example above shows the contacts screen which has its own toolbar with buttons specific for the particular form.
Deleting a Line
There are two ways to delete a line. The easiest way is to select Delete Line from the Edit menu. The second way of deleting a line is by click on the grey box to the left hand side of the line you want to delete (as shown in the example below). When it is highlighted, press the Delete key on your keyboard (or select Edit, Delete from the menu at the top of the screen).
Main Screen
The main screen is divided into two parts. The left hand side (the light blue section) displays the main menu with the six main modules, and the right hand side displays the sub menu for each of those modules. To display the sub menu for each module, simply move the mouse over the main menu items and the right hand panel will automatically update to the relevant sub menu items. You'll notice that all menu items will highlight when you move the mouse over them (just like a hyperlink in your internet browser). To activate the required function, simply left mouse click on the menu item. Clicking on a main menu item will take you directly to the associated screen (eg. Clicking on Invoicing will take you to the invoice lookup screen, whereas hovering over Invoicing will display the Invoicing sub menu).
A few buttons (such as sales graph) will immediately show you the needed information. However, it is more likely a lookup form will appear asking which record you would like to see. For example, if the contacts button is clicked on, the find company/person screen (shown below) will load, allowing you to select which contact to display.
To open a record, you simply left click on it to select it (in the example above Colonial Cottages Ltd is selected), and then click lookup. A more advanced way of opening a record is to double click on it.
Once the record has been selected, the information relating to that record will be displayed. Information is typed inside text boxes. Each text box contains a field of information. When you move the mouse pointer over a text box, the pointer changes to a vertical bar. Click when the vertical bar appears and a flashing cursor will appear inside the box, allowing you to begin typing. When you have finished typing the entry, you can press the tab or enter key (which will automatically move to the next field). You could also simply move the mouse and click on something else.
The top header part of the screen has important buttons (not all are present on every form).
The standard buttons are:
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Delete Record. The current record will be deleted if possible. |
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Add New Record. A new blank form will appear allowing a new record to be added. |
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Lookup. A record selection screen will be displayed to let you select or search for another record. |
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Print Preview. Displays on the screen everything that will appear on the printed page. |
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Print. Prints the information. |
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Help. Displays the help explaining how to use the screen you are on. |
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Exit Form. Closes the form and goes back to the main screen. |
Some of the commands can also be carried out by using the quick keys, which is discussed in the next section.