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Yes, there are a number of ways you can provide your accountant with your Cashbook data. You can either:-
- Email your data file to your accountant *
- Give your accountant a physical backup of your data file on a USB drive *
- Share your file with your accountant using a service like Dropbox, Google Drive, or OneDrive, etc. *
- Email or print PDF reports for your accountant
- Supply your accountant with spreadsheet data
* For the first three methods (above), your accountant needs to have Cashbook Complete installed in order to view/open your data file.
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 accountant, please see the Cashbook Complete for Acountants page.
The Cashbook can import customer and product data from a spreadsheet. However, it’s not possible to import transactional or accounting data from other programs into Cashbook. For more details, search in the software’s Help for either “Importing Contacts” or “Importing Products”.
Yes. The imported data will be merged with the data that is already in the Cashbook. You will need to download your bank statement as a QIF file from your bank’s website. For more information, search Cashbook Help for “Importing a Bank Statement”.
If you’re unsure how to download transactions/statements for your bank specifically, please talk to your bank for instructions.
Prefer to see a video tutorial? See Importing a Bank Statement.
The version number is shown on the lower-right of the “Main Menu” screen as well as the “About” and “Support” screens.
No. Updates can be downloaded for free from our website.
No. Your data file will be upgraded to the latest version and your data will remain intact.
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, then we’ll start counting. We consider that is more than fair. If you do need more than three free support queries, then additional support can be purchased for $50 for another three. Free support is provided subject to our Fair Use Policy.
We are going for the mass market, and are going for high volume rather than high price.
The main differences between the “Lite” and “Complete” editions are that Cashbook Complete includes the following features that Cashbook Lite does not:-
- Timesheets & Expenses
- Projects & Jobs
- Security (username/password login access)
For more on pricing/feature differences, see the Pricing page.
MYOB is more comprehensive and has all the bells and whistles, but is also a lot more difficult to use (in our opinion). Some of our customers have come from MYOB and find our software refreshingly simple and easy to use. Therefore, the major difference between Cashbook Complete and MYOB is our ease of use.
You can customise your letterhead setup, and can configure your own reports, but you cannot customise it beyond that.
Watch a video tutorial on the Letterhead Setup.
No. Cashbook Complete doesn’t include any payroll features.
Yes. Cashbook Complete includes a Products & Services module which allows you to manage inventory.
Watch a video tutorial on Products & Services.
Yes. Cashbook Complete is fully compatible with Windows 10, 32-bit and 64-bit, as long as you’re using Version 6 or newer. If you need to upgrade, click here.
Cashbook Complete is for Windows PCs only. Although you can run Windows on the Mac (using software like “Parallels Desktop” or “BootCamp”), the success rate for Cashbook customers using this type of setup is approximately 90%. If you encounter problems, we’ll do our best to help you.
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 configure Linux to support Cashbook Complete. If you do this, please note that we are unable to provide support to Linux users.
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. GalaxyTab) based tablets.
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 Complete on a mobile or smartphone device (even if it’s a Windows based phone).
Please follow these steps to back up your data to a USB (flash drive, external hard drive, etc.) drive:-
- Insert a USB drive into the USB port on your computer
- In Cashbook Complete, click on the “File” menu (top left of the screen)
- Choose “Backup Cashbook Data”
- Click the small ‘magnifying glass’ icon next to the “Backup Folder” box
- Browse through the list of drives/devices and select your USB drive. Tip: Windows will usually identify your USB drive as a “Removable Disk” – e.g. Removable Disk (F:\)
- When you have selected your USB Drive, click “OK”
- Click the “Backup” button
When the backup has finished, you will see a message that the “Backup was completed successfully”. When you are ready to remove your USB drive, it is recommended that you eject it safely to avoid data loss.
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:-
- In Cashbook, click on the “File” menu (top left of the screen) and choose “Setup Wizard”
- Click “Next” until you reach the “General Setup” screen
- Click the small ‘magnifying glass’ icon next to “Backup Folder”
- The “Browse for Folder” window will appear
- Select the Dropbox, Google Drive, or OneDrive you wish to back up to, then click “OK”
- You will be returned to the “General Setup” screen in the “Setup Wizard”
- Click “Close” to exit
Note: If you want to access your data from other computers in other locations, then see the steps on our Dropbox page.
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 specliased software. However, you can still use the software that came with your CD/DVD drive to save your data file to a CD or DVD.
With that said, we recommend using a USB drive or Dropbox as these are far more reliable methods of backing up.
You can backup then restore your data onto another computer, as follows:-
- Click “File” then “Backup Cashbook Data” to make a backup of your data on your current computer (we recommend using a USB flash drive)
- Download and install the software onto the new computer
- Once the software is installed, put the backup into the new computer and start Cashbook Complete
- Choose “Restore” (if prompted), otherwise choose “Restore From Backup” from the “File” menu
Restoring from a backup in this way means that both your data and registration are reinstated to the new computer you’re working on, so there is no need for unlock codes.
If you’re restoring a registered file, then it will remain registered on the new machine. If you’re restoring an unregistered file (on a trial basis), then it will continue to remain on a trial on the new machine.
Please don’t start a new Cashbook file from scratch after re-installing the software on the new computer. You must restore your data from a backup as outlined above in order to preserve your registration. Starting a new Cashbook file means the new one needs to be registered (purchased) separately to your original one.
If you’re using the latest version, you can easily email your Cashbook file to someone such as your accountant, as follows:-
- Click on the “File” menu and choose “Email this Data File”
- Enter the recipients email address in the “Email To” box
- Enter a subject for the email in the “Subject” box
- Enter a message in the “Message to Include with Email” box
- Click “Send Email” to send the email. Your .CB data file will be automatically attached
If your .CB file size is too large, then it may fail to send. If that’s the case, you may need to first “ZIP” your file and use your own email software to send the file. Your .CB file is normally found in the “Cashbook Data” folder in your “Documents” folder.
Note: If you are sending the file to us (Acclaim Software), please include a detailed description of the problem you need help resolving.
If you have hardware trouble or your data becomes corrupt, you can restore your backup to get up and running again, as follows:-
- If Cashbook isn’t installed, you first need to download and install it again
- Put your most recent backup into the computer
- Start Cashbook Complete, then click on the “File” menu and choose “Restore From Backup”
- Click “Browse” to find the backup copy of your data file on your backup device
- Select the data file you want to restore, then click “Open” to start the restore process
After the steps above, the software should say the restore was completed successfully.
If the file you’re restoring was registered at the time you backed it up, then it will remain registered once you restore it. However, if the file you backed up was an unregistered file (on a trial basis), then it will continue to remain on a trial basis once it’s been restored.
If you don’t have your own backups or your backups are very old, please search in the Help in the software for “Automated Backups” to learn how to restore a backup that Cashbook has made itself.
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.
In the event of hardware failure or data corruption, you can use the Automated Backups to restore your data. However, these should only be used after first trying to restore your own backup, because the Automated Backups can be older in some cases. For help with restoring Automated Backups, please search in the Help in the software for “Automated Backups”.
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 backups. To install it on a network, you need to:-
- Install the software on each computer as though it is going to work locally
- Copy your Cashbook data file (eg. MyCompany.CB) to a folder on your file server
- Select “Open Cashbook” from the “File” menu, and enter the folder where the cashbook(s) resides
- Go into the Setup Wizard (second page) and change the “Data File Folder” to the same path
Please note that if you have an unreliable network, your data file may become corrupted. For this reason, it’s best to have a hard-wired network, not a wifi network.
Yes. For details, please see the Dropbox page.
Yes. For details, please see the Google Drive page.
Note: We found that Google Drive waits quite a long time before it starts synchronizing whereas Dropbox is normally done within a minute or so. During the synchronization, Dropbox is also faster because it only updates the changes, where Google Drive re-copies the whole file.
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:-
- Click on the “Invoicing” menu (at the very top of the screen)
- Choose “Email Setup”
- Type your email address into the “Return Email Address” box
At this point, if you enter an email address from a common internet or email provider, then Cashbook will attempt to automatically configure all of the remaining settings for you, including the settings in the “Advanced” section. However, you may still need to click the “Advanced” button to enter the password for your email account, if applicable.
If Cashbook is unable to automatically configure those settings for you, you can continue to set up these remaining options:-
- Copy Sent Emails To — Enter your own email address here to receive a copy of each invoice/statement you send to a customer.
- Enable Read Receipt — Set this option to “Yes” to receive a confirmation email once the recipient has received their email. Please note that the recipient can choose whether they would like to send a confirmation or not, so it’s not a guarantee that the customer has received your email. If you do not want to receive a confirmation then set this option to “No”.
- SMTP Server — Enter the “SMTP Server” as provided by your ISP (Internet Service Provider). You must enter a valid SMTP Server in order to send emails from Cashbook.
- Advanced — Click the “Advanced” button if your email provider requires you to enter a username/password for outgoing email (most do).
Important: If you cannot send emails from Cashbook, please confirm the settings you’re using with your internet or email provider, or refer to the SMTP Configuration page. If you’re with Xtra (New Zealand), please see the Xtra page.
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 Emails To” box.
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. However, if you see an error that the email can’t be sent, you probably haven’t configured the “Email Setup” properly. If that’s the case, please see “I Can’t Send Emails from Cashbook“.
Yes. In Version 6, you can email a customer with the invoice attached as a PDF. Here’s how:-
- Click the “Email” button on the invoice toolbar
- When the “Select Recipients” screen appears, select the recipients for your invoice
- Click the “Send PDF” button
- When the “Email PDF” screen appears, complete the “Email to”, “Subject” and “Message” boxes
- Click “Send Email”
PDFs are stored in a folder called “PDF” in the “Cashbook Data” folder, for example: C:\Users\YourName\Documents\Cashbook Data\PDF\YourOrganisation
Note: If you’re still using Version 5, please upgrade to Version 6 in order to use this feature. Upgrades are free.
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 on a network, share your data file with your accountant, or use your data file at multiple locations (such as home and office).
This method doesn’t require you to register the software for each computer or lock you into any yearly fees. If you need to restore from a backup, your registration details will also be restored. However, if you need to setup a new data file for some other purpose, then the new file will need to be registered separately. Once you have registered one Cashbook, then all subsequent ones are half price. Please contact us directly to get a half-price registration.
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 file(s) need to be purchased (registered) separately. It could also be because you registered Cashbook Lite, but are now using the features of Cashbook Complete. If that’s the case, the software will be prompting you to “upgrade from Lite to Complete”. If you need to upgrade from Lite to Complete, please contact support for details.
Sure! To upgrade an existing Lite registration to Complete, please contact support for details. When you get in touch, please let us know the organisation name that you originally used when you purchased your Lite registration.
To check the registration status of your cashbook file, click on the “Help” menu (at the very top of the screen) and select “About”. The “About” screen will indicate whether your file is registered or not but if you have any concerns regarding your registration, please contact support.
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 you’ve already entered.
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.
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 “Ltd”, or a minor spelling correction), then you can simply click “File” then “Setup Wizard” and change the “Organisation Name” on the “General Setup” screen. If you’re unsure about how this might affect your registration, please contact support.
If you want to change the name because you want to account for a different entity, then you’ll need to start a new Cashbook file for that purpose. To do that, click on the “New” icon (at the top left of the screen in the software). Any new file you start will need to be registered separately for half price.
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 file at multiple locations (such as home and office). This method doesn’t require you to register the software for each computer or lock you into any yearly fees. If you need to restore from a backup, your registration details will also be restored.
If you set up several data files for several organisations, then each one will need to be registered separately. Once you have registered one cashbook, then all subsequent ones are half price. You should not create a new data file at the end of a financial year. Please contact us directly to get a half-price registration.
The are a couple of situations where an unlock code may not work. They are:-
- If the name you’ve used in your cashbook file is different to the name you provided on the order form when purchasing; or
- If you’re trying to re-use a code that’s already been used previously
If the name you give us when purchasing doesn’t match the name you’ve entered in the software, then the code may not work. If you are having trouble with your code, please contact support.
Please also note that it’s not possible to re-use an existing code to register another data file (even if it uses the same organisation name) because each data file needs to be registered (purchased) separately. Additional registrations are available for half-price. Please contact us directly if you need to get a half-price registration.
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) because each data file needs to be registered (purchased) separately. However, additional registrations are available for just half-price. Please contact support if you need to get a half-price registration.
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. If after 1 hour you still haven’t received your registration email, please contact support and provide us with your “Organisation Name” and “Email Address” (or “Invoice Number” if you know it).
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. Our guarantee entitles you to a full refund if you’re not completely satisfied.
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 transferred to a new cashbook file (even if it’s for the same company). This is because our registration works on a per data file basis. All individual data files must be registered (purchased) separately. If you want to get a half price registration, please contact us directly.
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 works on a per-cashbook file basis. However, a new registration is just half-price for existing users.
If your computer dies or you’re planning to transfer the software to another computer, you don’t need a new code. Instead, you will need to restore your data from a backup. This will reinstate your registration. To do this, choose “Restore From Backup” from the “File” menu in the software.
- 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 companies use “Payments Basis” because it is a lot easier to use. This can be changed in the “Setup Wizard” on the “GST Setup” screen.
- Cashbook Complete calculates the GST from the cashbook exactly. All other figures in the GST return are then reverse-calculated from those figures. This can cause minor rounding errors. You do not need to worry about these small discrepancies. This is how the IRD wants us to calculate GST. The GST Detail Report (Page 2 of the GST Return) shows how these figures are all made up.
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 it’s part of a “split” transaction.
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 is correct after each bank statement import (or after entering any transactions manually). Once you’ve initially set up the software with the correct opening balance, you should never really need to change it again.
To check/correct the opening balance(s) for your bank account(s), go to the “File” menu (top left of the screen), choose “Setup Wizard” and find the “Bank Account Setup” screen.
The Graph only shows items that contribute to your profit.
In the Cashbook:-
- Income categories are for your sales / income.
- Expense categories are for your costs / expenses.
- Balance Sheet categories are those items where although there is a transaction of some nature, it does not directly affect your cash profit.
Examples of Balance Sheet categories are:-
- Transfer – If you transfer money from one bank account to another, that does not affect your cash profit.
- 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.
- 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.
- Tax Paid to the Tax Department – You will have been collecting tax on behalf of your country. The tax payments you make to them are therefore not an expense.
- Loans – Receiving a loan helps your cash flow but you don’t want to include it with your sales.
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. To allocate a payment to an invoice, select the invoice number to which it pertains from the “INV” dropdown box in the “Line Details” section (at the very bottom of the screen).
On the “Cashbook” screen, there is a “Line Details” section at the bottom which relates to the line (transaction) that you are currently on. To allocate a payment to a project, select the project to which it pertains from the “Project” dropdown box in the “Line Details” section (at the very bottom of the screen).
There are two ways to handle one payment for multiple invoices:-
- Enter the payment into the Payments Received screen in such a manner that the correct amount is allocated to each invoice and the total of these amounts is equal to the payment you received. That is, the payment must be manually split up into as many payments as there are invoices to receipt. When using “Payments Received”, click the “Help” button for more information.
- Create a split transaction in the cashbook with one line for each invoice that needs to be receipted, and then allocate each of those lines to the appropriate invoice using the “INV” dropdown box at the bottom of the screen.
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 – first do a print preview of the invoice, then click on the “File” menu (top left of the screen) and choose “Print”. When the printer options appear, click “Cancel”. The status of the invoice will change to “Outstanding”.
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”.
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 screen) and choose either “Insert Line” or “Delete Line”.
To change the print margins for an invoice, quote, report, etc., you need to:-
- Print preview the item you want to print
- Click on the “File” menu (top left of the screen) and choose “Print”
- When the printer options appear, click the “Setup…” button
- Change the margins on the “Print Options” tab then click “OK”
Note: Every time the software is re-installed or updated the margins may be reset back to their defaults, so it may be worth writing them down if they are important.
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. Therefore, to print something using a different printer, you need to:-
- Print preview the item you want to print
- Click on the “File” menu (top left of the screen) and choose “Print”
- When the printer options appear, select the printer you want to use from the “Printers” list
Yes. You can convert anything (invoices, quotes, reports, etc.) into a PDF document as follows:-
- Print preview the invoice, quote, report, etc. that you want to convert
- Right-click on the item you’re previewing and choose “Export as PDF” (or click the “Export PDF” icon on the top toolbar)
- A PDF file will be created instantly, and the next screen you’ll see is a confirmation screen allowing you to:-
- Open the PDF – Click on the .PDF filename to view the PDF
- View all PDFs – Click the “Open folder” link to find this and any other PDF document you’ve created previously *
* PDFs are stored in a folder called “PDF” in your “Data File Folder”, for example: “C:\Users\YourName\Documents\Cashbook Data\PDF\YourOrganisation”
Note: The above steps apply to Version 6.40a (or newer). If you need to upgrade, you can download the latest version here. Upgrades are free.
Yes. You can export data from cashbook into Excel (or any spreadsheet program) using the Report Writer. To do this, you need to:-
- Open a report in the Report Writer and configure it to suit your requirements
- Click the “Sheet” (Spreadsheet View) icon on the toolbar to view the report as a spreadsheet
- Select all the data using “CTRL” + “A” on your keyboard, then copy it using “CTRL” + “C”
- Now you can go to Excel and paste the data into a spreadsheet to edit further or save in an Excel format
Unfortunately, with the number of different banks that exist, and the fact that they often update how things work, we’re unable to provide specific steps on how to download your bank statements for a particular bank. Generally speaking, you need to look for somewhere within your bank’s online banking platform that allows you to export your transactions. For Cashbook, you need to export your transactions as a “QIF” (Quicken Interchange Format) type of file.
If you’re unsure or need specific instructions, please contact your bank for details. This video tutorial may also be of help.
One of the major benefits of Cashbook Complete is its “keep it simple” approach to accounting. Most people will never need any training due to the overall simplicity of the software and the lack of technical accounting jargon. If you’re new to Cashbook, these video tutorials are also a great way to get familiar with the software and are the best way to get started.
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 addressed to your contact.
No. Cashbook Complete doesn’t have a purchase order facility at this stage.
To change your currency settings or number formatting in Cashbook, you need to:-
- Click on the “File” menu (at the very top left of the screen) and choose “Setup Wizard”
- On the “General Setup” screen, click the small magnifying glass icon next to the “Number Format” box
- Choose the currency and number settings you want to use, then click “OK”
Note: If you don’t have a “Number Format” option in your version, you’re probably using an older version. Therefore, please upgrade to the latest version to access these settings.
Finally, if you are seeing a warning that your regional settings are wrong when starting Cashbook, please see “Checking Your Regional Settings“.
In the software, choose “New Cashbook” from the “File” menu or click the “New” button (near the top left of the screen).
When you create a new data file, you’ll be guided through the Setup Wizard to get it set up. At some point during that setup process, you’ll be able to select whether you want the “Home”, “Lite” or “Complete” edition. The new file you create will not interfere with any existing cashbook file(s) you have.
When you start a new cashbook file, it will need to be registered individually because our registration works on a per data file basis. If you’re already a registered user, then a new registration is only half price. Please contact us directly to get a half-price registration.
Note: Whenever Cashbook Complete is started, it will open the most recently used data file by default. To select another data file, select “Open Cashbook” from the “File” menu or click the “Open” button (near the top left of the screen).
You can use standard Windows keyboard shortcuts when entering data plus some additional ones as outlined below:-
- Copy — Press CTRL and C at the same time
- Paste — Press CTRL and V at the same time
- Cut — Press CTRL and X at the same time
- Select all — Press CTRL and A at the same time
- Undo — Press CTRL and Z at the same time
- Insert the current date — Press CTRL and ; at the same time
- Duplicate data from the field above — Press CTRL and “ at the same time
- Quickly change the date — Press the + or – key to increment/decrement the date