To simplify navigation the following are the topics covered in this section; Account Register Menus, Account Register - Tool Bar Icons/Buttons, List of Transactions.
This window is used to enter and edit your account data. It also provides tools for scheduling future transactions, finding and reporting on transactions and printing checks.
To open the Account Register Window for an account, select the account in the Account Tree then go to File -> Open Account or press Ctrl-O. This will open a new window with the Account Register. Pressing the Open button on the Tool Bar in the Account Tree Window or the Jump button in the Account Register Window are alternate methods.
Figure 4.2. An Account Register Window.
This is an screen image of the "Account Register" tab after several transactions in the account.
The General Ledger is an advanced register used to enter transactions without needing to open individual accounts. The General Ledger shows the transaction entries for all accounts on one register.
Entering transactions in the General Ledger is more complicated than entering them in the individual account registers. The advantage is the General Ledger provides a more comprehensive view of the transactions you have entered in all your accounts.
The General Ledger defaults to showing only the previous month of transactions. This is changeable by using the Date Range on the View menu.
The Menu bar for the Transaction Register window contains the following options;
File - Account Register - File Menu
Edit - Account Register - Edit Menu
View - Account Register - View Menu
Transaction - Account Register - Transaction Menu
Action - Account Register - Action Menu
Business - Account Register - Business Menu
Reports - Account Register - Reports Menu
Tools - Account Register - Tools Menu
Windows - Account Register - Windows Menu
Help - Help Menu
The following table describes the options in the File Menu.
Clicking on the File option of the Menu bar will "pull down" a menu of options described in the File Menu table.
Table 4.12. File Menu - Access to file and account operations and printing.
Menu Item | Description | |
|---|---|---|
New -> | Selects the New Account, Budget and file options sub-menu | |
| New File | Creates a new data file (Starts with new Accounts and data.) | |
| New Accounts Page | Creates an copy of the Account tree | |
| New Budget | Starts the Creates a New budget druid. | |
Open -> | Selects the Open sub-menu options described below | |
Open ... | Starts the "Open another data file" process. | |
Open Budget | Opens an existing budget. | |
Import -> | Opens the Import sub-menu to import files from other financial programs. | |
Import QIF ... | Starts the QIF file Import process. | |
Import OFX/QFX ... | Starts the OFX/QFX file Import process. | |
Replay GnuCash .log file... | Starts the replaying of a GnuCash log file. Used for data recovery from "crashes". | |
Save (Ctrl-S) | Saves the currently open file. Menu shortcut Ctrl-S | |
Save As ... (Shift+Ctrl+S) | Saves the currently opened file with a different name. Menu shortcut Shift+Ctrl+S | |
Print Check ... | Starts the "Print Check" druid. See To Print Checks | |
Export -> | Exports ... | |
Export Accounts | Exports your account hierarchy to a new file. Does not export data. | |
Properties (Alt+Return) | Sets options for this GnuCash data file. | |
Recently opened files | Numbered list of most recently opened GnuCash data files. | |
Close | Closes the current open account tree, transaction register or report. In the initial Account tree this item is not available - it will be grayed out. Menu shortcut Ctrl-W | |
Quit (Ctrl+Q) | Exits GnuCash. Menu shortcut Ctrl-Q | |
Table 4.13. Account Register - Edit Menu - Access to file and account editing operations and preferences.
Menu Item | Description | |
|---|---|---|
Paste | Performs a standard Paste operation. Menu shortcut Ctrl-V | |
Edit Account | Open form to edit/modify account characteristics and parameters. | |
Find ... Ctrl+F | Set criteria for a search for a specific transaction. See Find Transactions for specifics on searches. | |
Preferences | Customize GnuCash for location, style, and numerous other preferences. See Setting Your Preferences. | |
Style Sheets | Modify/customize Style Sheets. | |
Tax Options | Set tax characteristics on account(s) (US). Assign tax form and line to account. | |
Table 4.14. Account Register - View Menu - Changes GnuCash display Window characteristics.
Menu Item | Description | |
|---|---|---|
Toolbar | Check-box to Enable/Disable display of Toolbar. | |
Summary Bar | Check-box to Enable/Disable display of Summary Bar. | |
Status Bar | Check-box to Enable/Disable display of Status Bar. | |
Basic Ledger | Radio button to select register display mode. | |
Auto-Split Ledger | Radio button to select register display mode. | |
Transaction Journal | Radio button to select register display mode. | |
Double Line | Check-box to Enable/Disable display of Double Line display. | |
Sort by ... | Set the sort order of the transactions display. Requires "click" to start options form. Option form requires Cancel/OK to close. | |
Standard Order | Keep normal account order | |
Date | Sort by date | |
Date of Entry. | Sort by date of entry. | |
Statement Date | Sort by the statement date (unreconciled items last). | |
Number | Sort by number. | |
Amount | Sort by amount. | |
Memo | Sort by memo. | |
Description | Sort by Description. | |
Action | Sort by action field | |
Notes | Sort by notes field | |
Filter by ... | Set filter for accounts displayed in the Account Tree display. | |
Refresh Ctrl+R | Repaint the display screen. | |
Table 4.15. Transaction Menu - .
Menu Item | Description | |
|---|---|---|
Cut Transaction | Cut the selected transaction into the clipboard. | |
Copy Transaction | Copy the selected transaction into the clipboard. | |
Paste Transaction | Paste the selected transaction from the clipboard. | |
Duplicate Transaction | ||
Delete Transaction | Delete the selected transaction. | |
Remove Transaction Splits | ||
Enter Transaction | ||
Cancel Transaction | ||
Void Transaction | ||
Add Reversing Account | ||
Table 4.16. Actions Menu - Setup scheduled transactions, repair accounts, perform stock splits, transfer and reconcile transactions.
Menu Item | Description | |
|---|---|---|
Scheduled Transactions -> | Scheduled Transactions sub-menus | |
Scheduled Transaction Editor | Invoke tool to edit scheduled transactions. See Scheduled Transaction Editor | |
Since Last Run... | Display Scheduled transactions since last running of GnuCash | |
Mortgage & Loan Repayment ... | Starts the Mortgage & Loan Repayment druid for setting up repayments. Mortgage & Loan Repayment Druid | |
Transfer... | Starts the Transfer druid for transfer between accounts. | |
Reconcile... | Starts the Account Reconcile druid | |
Stock Split... | Starts the Stock Split druid. Additional details To Perform a Stock Split | |
Lot Viewer... | Starts the "Lots in Account" form. | |
Blank Transaction | Move to the blank transaction at the bottom of the register | |
Split Transaction | ||
Edit Exchange Rate | Edit the exchange rate for the current transaction. | |
Schedule... | Create a Scheduled Transaction with the current transaction as a template. | |
Jump | Jump to the corresponding transaction in the other account. | |
Check & Repair -> | Check & Repair Submenus | |
All Transactions | Check for and repair unbalanced transactions and orphan splits in this account. | |
This Transaction | Check for and repair splits in this transaction. | |
Reset Warnings... | GnuCash gives warnings when certain operations are attempted, such as removing a transaction or removing the splits of a transaction. The warning message gives you the option to not give you these warnings when attempting the operation. Checkboxes labeled "Remember and don't ask me again" and "Remember and don't ask me again this session" allow disabling the warnings. This option resets the warning's to the default, IE make all the warning's happen. | |
Rename Page | Open the form to rename the current page/tab. | |
Table 4.17. Business Menu - Access small business features of GnuCash.
Menu Item | Description | |
|---|---|---|
Customers -> | Select customer related activities. | |
New Customer... | Start the form to create a new customer. | |
Find Customer... | Start the druid to search for a customer. | |
New Invoice... | Start the form to create a new invoice. | |
Find Invoice... | Start the druid to search for a invoice. | |
New Job... | Start the form to create a new job. | |
Find Job... | Start the druid to search for a job. | |
Process Payment... | Starts the Process Payment druid. Requires an account of type "A/Payable" before running druid. | |
Vendor -> | Select vendor related activities. | |
New Vendor... | Start the form to create a new vendor. | |
Find Vendor... | Start the druid to search for a vendor. | |
New Bill... | Start the form to create a new bill. | |
Find Bill... | Start the druid to search for a bill. | |
New Job... | Start the form to create a new job. | |
Find Job... | Start the druid to search for a job. | |
Process Payment... | Starts the Process Payment druid. Requires an account of type "A/Payable" before running druid. | |
Employee -> | Select employee related activities. | |
New Employee... | Start the form to create a new employee. | |
Find Employee... | Start the druid to search for a employee. | |
New Expense Voucher... | Start the form to create a new expense voucher. | |
Find Expense Voucher... | Start the druid to search for a expense voucher. | |
Process Payment... | Starts the Process Payment druid. Requires an account of type "A/Payable" before running druid. | |
Tax Table Editor | View and edit the list of tax tables. | |
Billing Terms Editor | View and edit the list of Billing Terms. | |
Bills Due Reminder | View and edit the list of Bills Due Reminder. | |
Export -> | ||
QSF Invoice... | Export one or more Invoice(s) to QSF. | |
QSF Customer... | Export one or more Customer(s) to QSF. | |
QSF Vendor... | Export one or more Vendor(s) to QSF. | |
QSF Employee... | Export one or more Employee(s) to QSF. | |
This is only a brief listing of the available reports and graphs. Each report may be customized by the Options Icon and the "Stylesheet" used.
Table 4.18. Reports Menu - Access GnuCash Reports and Charts.
Menu Item | Description | |
|---|---|---|
Account Summary | Report showing the balance of selected accounts. | |
Assets & Liabilities -> | ||
Advanced Portfolio | ||
Asset Bar chart | ||
Asset Pie chart | ||
Average Balance | ||
Balance Sheet | ||
General Journal | ||
General Ledger | See General Ledger | |
Investment Portfolio | ||
Liability Bar chart | ||
Liability Pie chart | ||
Net Worth Bar chart | ||
Price Scatter plot | ||
Business Reports -> | ||
Customer Report | ||
Easy Invoice | ||
Employee Report | ||
Fancy Invoice | ||
Payable Aging | ||
Printable Invoice | ||
Receivable Aging | ||
Vendor Report | ||
Income & Expense -> | ||
Budget Report | ||
Cash Flow | ||
Equity Statement | ||
Expense Bar chart | ||
Expense Pie chart | ||
Expense vs Day of Week | ||
Income Bar chart | ||
Income & Expense Chart | ||
Income Pie chart | ||
Income Statement | ||
Income vs Day of Week | ||
Trial Balance | ||
Sample & Custom -> | ||
Custom Multicolumn Report | ||
Sample Graphs | ||
Sample Report With Examples | ||
Welcome Sample Report | ||
Tax Report & TXF Export | Create a Tax report (US) and/or export data for tax preparation software. (TFX) | |
Transaction Report | ||
Account Report | ||
Account Transaction Report | ||
Table 4.19. Tools Menu - Access to miscellaneous tools and editors
Menu Item | Description |
|---|---|
Price Editor | Tool to enter or modify Stock/Fund prices. Details at Price Editor |
Security Editor | Tool to enter or modify Stock or commodities. Details at Security Editor |
Financial Calculator | Details at Financial Calculator |
General Ledger | See General Ledger |
Table 4.21. Account Register - Help Menu - Access to this help and the Tutorial and Concepts Guide.
Menu Item | Description |
|---|---|
Tutorial & Concepts Guide | Detailed document "How to" in GnuCash |
Tips Of The Day | Display Tip of Day or enable/disable display on start-up. |
Contents | Display this Help file |
About | Display version, License and Credits |
The GnuCash main Window has a number of Icons/Buttons in the tool bar to quickly access some common functions used with the specific active tab. The Tool Bar can be hidden or shown by selecting the Toolbar item on the View menu. The specific options displayed in the tool bar varies by the functions available to the "active tab".
A brief description of the function of an icon is displayed when the mouse pointer is placed over the icon for a couple of seconds.
Table 4.22. Account Register (Transaction Register) Window Tool Bar
Tool Bar Icons | Description |
|---|---|
Save | Perform a save on the data file, commit all transactions to the data file. |
Close | Close this register. |
Duplicate | Make a copy of the current transaction. |
Delete | Delete the current transaction in this register. |
Enter | Record the current transaction. |
Cancel | Cancel the current transaction. |
Blank | Move to a blank transaction at bottom of register. |
Split | Show all splits in the current transaction. Not highlighted if View -> Auto-Split Ledger already set. |
Jump | Jump to the corresponding transaction in the other account |
Schedule | Create a Scheduled Transaction with the current transaction as a template. |
Transfer | Start the transfer druid to transfer funds from one account to another. |
Reconcile | Start the Reconcile process for the selected account. |
The Tab Bar displays "notebook/file folder" style tabs for open transaction registers, account trees and reports.
The List of Transactions displays transactions you have entered and a running balance. It also provides a blank transaction to enter new transactions. The column headings vary according to what type of account you have opened. Common headings are Date, Description, Transfer and Balance.
The View menu can be used to alter the appearance of the List of Transactions. Possible changes are limiting the number of transactions shown, using a different sort order and changing the style to more easily see transactions. The split button also provides quick access to view all the parts of a transaction.
The Summary Bar displays balances appropriate for the opened account type at a glance. Usually accounts display today's account balance, any balance for future dates, a balance for cleared items and a reconciled balance. Stock accounts, however, display shares totals and their value. The Summary Bar can be hidden or shown by selecting the Summary Bar item on the View menu.