FAQ

Frequently Asked Questions

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Accounting

How do I download bank statements from my bank?

For steps on how to download transactions from most NZ banks, see the Downloading Bank Statements page.

Why don't the balance sheet category amounts show up on the graph?

The Graph only shows items that contribute to your profit.

Why is my bank balance incorrect?

An incorrect bank balance happens because the data hasn't been reconciled to the bank correctly. It is up to you to check that the opening balance is correct and that the bank balance...

How do I handle GST paid to customs?

You should enter any GST paid to customs as a transaction in the cashbook with a GST rate of 100%. It doesn't matter whether you enter this as one line in the cashbook, or whether...

Why doesn't my GST Return match the Cashbook? (NZ only)

You could have your GST Return type set to "Invoice Basis". This means that it will use the date of the Invoice rather than the date in the cashbook. We recommend that where possible...

Backing Up & Restoring Data

How to Restore an Automated Backup

Cashbook Complete automatically keeps backups of your data files in case you ever need to restore a backup and you cannot restore your own backup for some reason.

How do I transfer my cashbook to another computer?

You can backup then restore your data onto another computer, as follows:-

What are automated backups?

Automated Backups are backups that Cashbook Complete makes periodically. They are a secondary form of backup to the normal backups you should be making yourself.

How do I restore my data from a backup?

If you have hardware trouble or your data becomes corrupt, you can restore your backup to get up and running again, as follows:-

How do I email my data to someone else?

If you're using the latest version, you can easily email your Cashbook file to someone such as your accountant, as follows:-

Can I back up onto a blank CD or DVD?

You can't backup directly onto a CD/DVD from within Cashbook Complete because Windows is not properly equipped to write data to a CD/DVD without specialised software.

How do I back up to Dropbox, Google Drive or OneDrive?

Firstly, you need to have Dropbox, Google Drive or OneDrive installed on your computer. Then, you can back up to either of those as follows:-

How do I back up to a USB drive?

Please follow these steps to back up your data to a USB (flash drive, external hard drive, etc.) drive:-

Emailing

How do I use my own email app to send a PDF?

To convert anything (invoices, quotes, reports, etc.) into a PDF file, you can do that as follows:-

How do I email a report as a PDF?

Print preview your report / Right-click on the item you're previewing and choose "Email as PDF" (or click the "Email" icon on the top toolbar)

How do I send an invoice or quote as a PDF?

In Version 6 (or newer), you can email a customer with the invoice attached as a PDF. Here's how:-

How do I email my invoices?

To email an invoice to a customer, open the invoice you want to send and click the "Email" button on the invoice toolbar. It should be sent instantly.

Can I receive a copy of each invoice, quote or statement I send?

Yes. In the "Email Setup" screen, you can make Cashbook Complete send you a copy of all invoices, quotes and statements you send by entering your own email address in the "Copy Sent...

As an Xtra (Spark) customer, what email settings should I use?

If you're with Xtra, please see the Xtra page for information.

What settings should I use in the "Email Setup" screen?

In order to email out invoices, quotes, etc., you first need to make sure you've entered the correct settings in the "Email Setup" screen. Here's how:-

Invoicing

How do I insert a line or delete a line on an invoice?

Using your mouse, right-click on one of the lines on your invoice and choose "Insert Line" or "Delete Line". Alternatively, you can click on the "Edit" menu (at the very top of the...

How do I convert a quote/estimate into an invoice?

To convert a quote/estimate into an invoice, click on the "Invoicing" menu (at the very top of the screen) and choose "Create Invoice from Quote / Estimate".

How do I change an invoice to "Outstanding" without printing it?

An invoice status changes to "Outstanding" when it's printed or emailed, but sometimes you may not want to do that. To make an invoice "Outstanding" – without printing/emailing it...

How do I allocate a single payment to multiple invoices?

There are two ways to handle one payment for multiple invoices:-

How do I allocate an income or expense to a project?

On the "Cashbook" screen, there is a "Line Details" section at the bottom which relates to the line (transaction) that you are currently on.

How do I allocate a cashbook payment to an invoice?

On the "Cashbook" screen, there is a "Line Details" section at the very bottom which relates to the line (transaction) that you are currently on.

Miscellaneous

Will I need training?

One of the major benefits of Cashbook Complete is its "keep it simple" approach to accounting. Most people will never need any training, but if you feel like you could benefit from...

What's the difference between Home, Lite and Complete?

For a comparison of pricing/features between each edition, please refer to the Pricing page.

What keyboard shortcuts can I use to speed up my data entry?

You can use standard Windows keyboard shortcuts when entering data plus some additional ones as outlined below:-

If I upgrade, will I lose my data?

No. Your data file will be upgraded to the latest version and your data will remain intact.

How much support do I get?

Technically, as a registered user, you are entitled to three free support queries. In reality however, we don't count the number of queries that you make — but if you ring us too frequently,...

How does Cashbook Complete work for accountants?

If you're an accountant, there's no cost for you to work on your clients' Cashbook data files. For more about using Cashbook as an account, please see the Cashbook Complete for Acountants...

How do I use my own email app to send a PDF?

To convert anything (invoices, quotes, reports, etc.) into a PDF file, you can do that as follows:-

How do I start a new cashbook file?

In the software, choose "New Cashbook" from the "File" menu or click the "New" button (near the top left of the screen).

How do I find out what version I have?

The version number is shown on the lower-right of the "Main Menu" screen as well as the "About" and "Support" screens.

How do I change the print margins?

To change the print margins for an invoice, quote, report, etc., you need to:-

How do I change my currency settings?

To change your currency settings or number formatting in Cashbook, you need to:-

How do I account for the COVID-19 Wage Subsidy?

To learn how to account for the Government's COVID-19 Wage Subsidies in Cashbook, please see here.

How can I select a different printer to print from?

If you click the "Print" button on the toolbar or use the "CTRL" + "P" keyboard shortcut, the print job will go straight to your default printer.

How can I save a report, invoice or quote as a PDF?

To convert anything (invoices, quotes, reports, etc.) into a PDF file, you can do that as follows:-

How can I become a dealer?

To become a dealer, you must have purchased at least one Cashbook at the full price and must be very familiar with how the software works.

Does Cashbook Complete work with Windows 11?

Yes. Cashbook Complete is fully supported on Windows 11 computers. To ensure maximum compatibility, make sure you download/install the latest version of Cashbook.

Does Cashbook Complete work with Windows 10?

Yes.  Cashbook Complete is fully compatible with Windows 10, as long as you’re using Version 6 or newer.  If you need to upgrade, click here. See more on the System...

Does Cashbook Complete work on a Mac?

Cashbook Complete is for Windows devices only. Although you can run Windows on the Mac (using software like "Parallels Desktop" or "BootCamp"), the success rate for Cashbook customers...

Does Cashbook Complete include stock control?

Yes. Cashbook Complete includes a Products & Services module which allows you to manage inventory.

Do I have to pay for updates?

No. Updates can be downloaded for free from our website.

Can I use Cashbook Complete on a tablet?

Yes. Cashbook Complete can work on any tablet that runs a full version of Windows, such as a Microsoft Surface. However, it will not work on Apple iOS (e.g. iPad) or Android (e.g....

Can I use Cashbook Complete on a mobile / smartphone?

No. Cashbook Complete is a desktop accounting program, so it needs to be installed on a computer or tablet with a full Windows operating system. It's not possible to run Cashbook...

Can I send my data to my accountant?

Yes, there are a number of ways you can provide your accountant with your Cashbook data. You can either:-

Can I run Cashbook Complete on Linux?

Cashbook Complete has been designed for Windows only. We have heard from some customers that it is possible to get it working on Linux, but it would require a computer technician to...

Can I export my data to Excel?

Yes. You can export data from cashbook into Excel (or any spreadsheet program) using the Report Writer. To do this, you need to:-

Can I email a contact directly from Cashbook?

Yes. To do this, lookup the contact you want to email, then simply double-click on their email address. This will bring up a new email message in your normal email software, already...

Can Cashbook Complete do wages?

No. Cashbook Complete doesn't include any payroll options.

Can Cashbook Complete do purchase orders?

No. Cashbook Complete doesn't have a purchase order facility at this stage.

New Users

What is the difference between Cashbook Complete and MYOB/Xero?

MYOB and Xero are more comprehensive and have all the bells and whistles, but they are also a lot more difficult to use (in our opinion). Over time, they also carry a high cost of...

Can I customise the software?

You can customise your letterhead setup and create your own reports, but you cannot customise it beyond that.

Why is your program so cheap?

We are going for the mass market, and are going for high volume rather than high price.

Can I import bank statements?

Yes, you can import your bank statements into Cashbook. The imported data will be merged with the data that is already in the Cashbook. You will need to download your bank statement...

Can I import data from another program?

It's not possible to import transactional data or accounting data from other programs into Cashbook. However, you can import:-

Registration

Can I get a new unlock code?

The only time you would normally need a new code is if you've started a new cashbook file from scratch. In that situation, you'll need to purchase a new registration because the registration...

Can I transfer my registration to a new data file if I stop using my original one?

No – registrations are not transferable. If you register a cashbook data file and eventually stop using it, there's no way that the registration applicable to that data file can be...

Why haven't I received an email after registering?

When you register, you should get a confirmation email from us, usually within 15 minutes. If you don't receive an email within 15 minutes, please check your spam/junk folder.

Can I use my existing unlock code to register another Cashbook?

No. It's not possible to re-use an existing code to register another data file (even if you've set up the new cashbook data file with the same organisation name you had when you purchased)...

Why doesn't my unlock code work?

The are a couple of situations where an unlock code may not work. They are:-

Why do I have to pay for another data file?

The registration is on a data file basis. This allows you to access the data file from multiple computers on a network, share your data file with your accountant, or use your data...

Can I get a new unlock code if I change my company name?

You don't need a new code to change your company name. If the name change relates to the same business/entity, and you need to make a trivial change to your company name (e.g. adding...

How do I check if my data file is registered or not?

To check the registration status of your cashbook file, click on the "Help" menu (at the very top of the screen) and select "About".

Can I upgrade my registration?

Sure! If you're using Home, you can upgrade to Lite or Complete. If you're using Lite, you can upgrade to Complete. To upgrade your registration, please contact support for details.

I've registered, so why am I still being prompted to register?

You've either forgotten to type in the registration code we sent you, or else you've created a new cashbook file. The registration works on a per data file basis, which means any new...

Do I need to purchase again if I use it on another computer?

No. Our registration works on a per data file basis which means it's your data that's registered – not the software. This allows you to access the data file from multiple computers...

If I register and then change my mind, can I get a refund?

We're confident that you'll find Cashbook Complete to be the best choice for your business or organisation, and that's why we offer you a Double Satisfaction Guarantee.

If the trial period expires before I register, will I lose my data?

No. You won't lose your data, but you won't be able to access it until you have registered. As soon as you've registered, you'll have access to all your data again.

When I register, will I keep my data, or do I have to start again?

All the data you enter during the trial period is retained (even if you happen to let the trial period expire). Once you finally register, you'll be able to carry on using the data...

Sharing & Transferring Data

How do I transfer my cashbook to another computer?

You can backup then restore your data onto another computer, as follows:-

Can I share my data between multiple users or locations?

Yes. Cashbook can work with free file sharing services like Dropbox, Google Drive or OneDrive. All of these allow you to keep your Cashbook data in the cloud, meaning you can access...

Can I share my cashbook across a network?

Cashbook Complete can be installed on a network, and can be used by more than one person at a time. By having it on a File Server, you could also take advantage of the servers regular...

Can I send my data to my accountant?

Yes, there are a number of ways you can provide your accountant with your Cashbook data. You can either:-

Keep-It-Simple Accounting Software

FAQ

Frequently Asked Questions

Jump to a Topic

Search for Answers

Accounting

Backing Up & Restoring Data

Emailing

Invoicing

Miscellaneous

New Users

Registration

Sharing & Transferring Data

Your Double Satisfaction Guarantee