Getting Started Guide
This page is a quick reference to get you started. It is recommended that you print this page out so that you can easily refer to it while you install and explore Cashbook Complete.
Downloading & Installing the Software
- Download the software to a folder on your computer that you're familiar with (eg. "Downloads") so you can easily find it when it's finished downloading.
- Double click on the file you downloaded (eg. CashbookX.exe) to start installing the software.
Introduction to the "Cashbook Demo"
- Double click on the "Cashbook Demo" icon on your desktop.
- After reading the "Welcome" screen, you'll see the "Main Menu" screen which gives you access to all the different modules (Cashbook, Contacts, Invoicing, etc.).
- The menu at the top of the screen (File, Edit, Cashbook, etc.) is also organised by module.
- The toolbar at the top of the screen has the most common screens on it for easy access. A lot of screens also have their own toolbar.
- Cashbook - Click on the "Cashbook" button on the "Main Menu" screen. The "Cashbook" screen is the heart of the software. It closely resembles your bank statements, and each time you get a bank statement, the Cashbook needs to be reconciled to the bank statement. Transactions can be entered into the cashbook via the "Bills to Pay" screen and the "Payments Received" screen. They can also be entered manually, directly into the "Cashbook" screen. However, the best option is to click the "Import" button on the toolbar to import a bank statement that you've downloaded from your bank's website.
- Bank Rec - When you get your bank statement, you simply tick the transactions off in the "R" (reconciled) column in the Cashbook to mark the transactions as reconciled. Be sure to check that the bank balance shown on your bank statement and the Cashbook are the same. This process happens automatically if you import your bank statements from your bank's website.
- Line Details - The "Line Details" section at the bottom-left of the screen is useful for linking a transaction in the Cashbook to an invoice, project or customer (Contact).
- Split Transactions - Click on the "Split" button on the toolbar. A screen will come up which shows how one transaction is split into several smaller transactions. This is used, for example, when a credit card payment is split into it's components, or a motor vehicle expense is apportioned between home and business, or money banked as one lump sum is split into it's individual invoice payments.
- Graph - Click on the "Graph" button, which is under the "Cashbook" option, on the "Main Menu" screen. The graph shows your income and expenses over the last year for the selected bank account.
- Importing Bank Statements - Click on the "Import" button on the toolbar to import a bank statement that you've downloaded from your bank's website. You can import bank statements from all the major banks and can set up rules for repetitive transactions.
- Help - If you have a screen open in the software, you can click the "Help" button to view help applicable to that particular screen. Alternatively, you can click the "Help" button on the toolbar to browse all help topics.
- Budgets - Click on the "Budgets" button on the toolbar. You can enter budgets and compare them against actuals as the year progresses.
- Payments Received - Click on the "Payments Received" button, which is under the "Cashbook" option, on the "Main Menu" screen. When you receive your payments from your customers, you can enter them in here. If you have lots of payments, you can print the list out for combining with a Deposit Slip.
- Bills to Pay - Click on the "Bills to Pay" button, which is under the "Cashbook" option, on the "Main Menu" screen. Here you can enter all your bills that need to be paid so that you can manage your creditors.
- Reports - There are several reports you can print out. The main ones are the "Summary Report", "Detailed Report", and the "GST Report". There are more standard reports under the "Cashbook" menu at the very top of the screen (next to the "File" and "Edit" menus). Alternatively, you can click on the "Reports" button on the "Main Menu" screen to see all report options.
- Contacts Lookup - Click on the "Contacts" button on the "Main Menu" screen. This shows all the contacts that you do business with. This includes customers, suppliers and all other contacts. Type the name "Bob" into the "Search" box and press "Enter" on your keyboard. The list of companies now only includes those ones which have "Bob" anywhere in the company or employee name. The search is not case sensitive (ie. it treats "Bob" the same as "bob" and "BOB"). If "Search All" is selected, then all fields will be searched. Double click on "Colonial Cottages Ltd" to view their contact details.
- Contacts Screen - This has all the contact details for that particular customer or supplier.
- Reminders of People to Call - While viewing the contact details for "Colonial Cottages Ltd", find the contact person named Basil Wendle (3rd on the list). You'll notice that he has a "Recall Date" next to his name. That date is used to remind you to call him on or after that date and the "Notes" you enter next to that date will appear on the "People to Call" list.
- History - Click on the "Invoice History" button. This shows the customer's invoice history. There is also a history for the Cashbook, Quotes, Projects (Jobs), etc.
- People to Call - Click on the "People to Call" button, which is under the "Cashbook" option, on the "Main Menu" screen. This shows a list of people to call.
3. Invoicing / Statements
- Invoice Lookup - Click on the "Invoices" button on the "Main Menu" screen. This screen lets you look up an invoice, or create a new one. By default this screen shows you the incomplete invoices (that have not been printed and sent yet). Select "Outstanding" (under the "Status" section). This shows the invoices which have been sent/issued but have not been paid yet. Select "All", and then type "print" into the "Search" box and press "Enter". This lists all invoices which have "print" in their name. Type "400" into the "Search" box and press Enter. This brings up invoice number "INV00400". Press the "New" button.
- Invoicing Screen - This is where you enter your invoices. Select a company from the pull down menu to the right of "To". If you move your mouse over the toolbar for this screen you will see a tip describing what that button does.
- Column Options - Some people want columns for product code, product description, quantity, and price. Some only want a description and a price. Some want a discount column, and some definitely don't! Some want the prices to include GST and some don't. Click the "Options" button on the toolbar. If its greyed out then you need to select a company first in the "To" box. The "Options" screen shows you which column options are available for invoicing. Try ticking and unticking some options. You will see the invoicing screen underneath change to reflect your option.
- Printing - Enter some text into the "Description" column and a price into the "Unit Price" column, and then click "Print" to print a copy of the invoice.
- Invoice Status - You will see that the 'status' of the invoice has changed from "Incomplete" to "Outstanding". The invoice cannot be changed now (unless you click the "Edit" button – though an invoice shouldn't be edited if it's already been issued to a customer).
- Invoices Outstanding (or Debtors List) - Click on the "Invoices Outstanding" button, under the "Invoicing" option on the "Main Menu" screen. These are the invoices which have not been fully paid, starting with the oldest at the top. There are two different types of reports you can print out: 1) a "Detailed Report" which lists each invoice, and 2) a "Summary Report" (or "Debtors Aged Balance Report") which only lists the total outstanding for each customer.
- Statements - Click on the "Statements" button, under the "Invoicing" option on the "Main Menu" screen, and double click on a customer to print out their statement. There are two tick boxes which let you decide on the level of detail you want on the statement: 1) "Print Payments Made" – which shows all payments the customer has made, and 2) "Print Payment Slip" – which includes a payment slip at the bottom of the invoice. You can also make small adjustments to the statement date (for example if you want the statement to be dated for the end of the month, but it is the first or second day of the month today).
You can now browse around the demo and have a look at the other features or add/change data, if you wish. You can then move on to setting up your own data file as follows.
Setting Up Your Own Data File
When you've finished exploring the "Cashbook Demo", exit the demo and double click on the "Cashbook Complete" icon on your desktop to start the full program. From there you can:-
- Start a New Cashbook - Click on the "New" button on the toolbar (or select "New Cashbook" from the "File" menu) and then press OK.
- Go Through the Setup Wizard - You will now be in the Setup Wizard which lets you configure the data file specifically for your company. The screens displayed are dependent on the options you select, so we won't go through each screen in detail.
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