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How to... (Accounts Screen)

The following describe how to carry out tasks in the Accounts screen.

 

Add a new account

In the Accounts screen, tap add in the navigation bar.

 

Modify account details

In the Accounts screen, tap i and complete the details.

 

Delete an account

In the Accounts screen, swipe the account and tap Delete. Alternatively, tap i and tap Delete at the bottom of the list of settings.

Note: You can't delete accounts that contain transactions or are in use by Time Tracker, Stock or Service products. Instead, Deactivate the account. This hides the account from the Accounts screen. You can reveal the hidden accounts by using the option Show Inactive Items in Settings.

 

View the current balance of an account

This is listed in the Accounts screen.

Note: The balance includes any future-dated transactions, not just the current balance.

 

View all transactions in an account

In the Accounts screen, tap the name of the account.

 

View all transactions (in all accounts)

  1. In the Accounts screen, tap list in the navigation bar.

  2. Tap All Transactions.

 

Enter a new transfer between accounts

Use these steps if you move money between a bank account and a deposit account or if you pay a credit card bill.

  1. In the Accounts screen, tap the account you are sending money from.

  2. Tap Add a new transaction.

  3. Set Transaction Type to Out (Paid), set Account 2 to the other account and complete all other details.

 

Enter a new sale

There are two main methods of entering sales. You can link the sale to a customer account or to your bank account. Using customer accounts requires you to enter two transactions, one for the sale and one for the customer's payment to your bank account. You may need to use customer accounts if either:

  • You need to send your customer an invoice.
  • Your customer will pay you at a later date.

To enter a new sale using a customer account, refer to How to...(Customers).

To enter a single transaction for the sale:

  1. In the Accounts screen, tap the account you are receiving money into (normally a bank account or petty cash account).

  2. Tap Add a new transaction.

  3. Set Transaction Type to In (Received), set Account 2 to the appropriate income account and complete all other details.

 

Enter a new payment

There are two main methods of entering purchases. You can link the purchase to a supplier account or to your bank account. Using supplier accounts requires you to enter two transactions, one for the purchase invoice and one for the payment to your supplier. You may need to use supplier accounts if you receive an invoice from your supplier that you pay at a later date.

To enter a new purchase using a supplier account, refer to How to...(Suppliers).

To enter a single transaction for the purchase:

  1. In the Accounts screen, tap the account you are paying money from (normally your credit card, bank account or petty cash account).

  2. Tap Add a new transaction.

  3. Set Transaction Type to Out (Paid) (bank accounts) or Purchase (credit card accounts), set Account 2 to the appropriate expense or asset account and complete all other details.

Note: If you spend your own personal money on behalf of the business, a Petty Cash account named Personal Expenses can be used to keep track of money owed to you by your business.

 

Open an existing transaction

  1. In the Accounts screen, tap the account. 

    If you are having trouble finding the transaction, view All Transactions instead (as described above) and use the search function as described later.

  2. Tap the existing transaction.

  3. If necessary, edit the details.

 

Search for an account

  1. In the Accounts screen, drag the list of accounts down to reveal the search bar.

  2. Type the name of the account you want to find.

 

Search for a transaction 

  1. In the Accounts screen, tap the account if you know it. If you don't know the account, view All Transactions instead (as described above).

  2. Tap search in the navigation bar. You may need to tap more first.

  3. Search by description, amount, account or account category. 

    Note: When searching by amount, you can type an exact amount such as 12.34 or a range such as 10.00-12.50.

 

Change the sort order

To change the order of transactions displayed:

  1. Tap sort in the navigation bar. If sort is not shown, tap more first.

  2. Tap one of the fields to sort by. 

    The sort order is ascending, to swap between ascending and descending order, tap the field again. If you want to start again, tap the Reset button to order by date (ascending).

  3. Tap Done.

 

Export transactions (as CSV)

To export the current list of transactions displayed:

  1. Tap export in the navigation bar. If export is not shown, tap more first.

  2. The app converts the transactions to comma separated values (CSV). Tap Send... to choose where to send the CSV file.

  3. Tap Done.

 

Split a transaction into separate line items

  1. Create a new transaction or open an existing transaction, as described above.
  2. Tap add, followed by Add Split and complete the details.

You can delete an item by setting Amount to zero, or by swiping from right to left and tapping Remove split.

 

Create a duplicate transaction

A quick method to create a transaction is to duplicate similar existing transaction, as follows:

  1. Open an existing transaction, as described above.
  2. Tap add, followed by Duplicate. All details of the original are duplicated except the date.

Alternatively, tap and hold an existing transaction and tap Duplicate.

 

Set up a recurring transaction

You can set up a transaction to repeat automatically at a specified interval as follows:

  1. Create a new transaction or open an existing transaction, as described above.
  2. Tap add, followed by Make Recurring.
  3. Tap the Repeat field, then the interval between each transaction (such as every month).

Each transaction generated in the future will be a clone of the first (except the date).

You can prevent the transaction from recurring by setting Repeat to None.

Note: You can view a list of all recurring transactions by tapping Recurring Transactions in the Accounts screen.

 

Use Budgets

Each income and expense account can be given a monthly budget amount. This enables you to see how well you have kept to budget as time goes on using the Monthly Breakdown report. For more information, please refer to Setting a Budget.

 

Enter your corporation tax payment

Please refer to How to...(Profit and Loss) for details on how to consolidate and pay your corporation tax.