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This section is a "work in process" all of the material has not been reviewed for V2.0. While it may not be strictly accurate, it is at least a "guide". |
There are several specialized Tool Windows used in GnuCash. These windows provide additional functions to the basic account register.
The Scheduled Transaction Editor is used to create and edit transactions that are to be added to the register in an automated way. This is combined with the Since Last Run druid to review and enter the transactions.
To access the Scheduled Transaction Editor go to Actions -> Scheduled Transactions -> Scheduled Transaction Editor. To access the Reconcile Window go to Actions -> Reconcile... (menu shortcut Ctrl-R). The other Tools are accessed by going to the Tools menu.
The top pane of the Scheduled Transaction Window contains the list of scheduled transactions that are currently setup. This window lists the Name of the transaction, the Frequency that the transaction is entered and the next time the transaction will be entered.
The right side of this window contains three buttons to create and edit scheduled transactions. New and Edit opens the Edit Scheduled Transaction dialog. Delete removes the selected scheduled transaction.
Below the list of scheduled transactions is the Upcoming calendar. This mini calendar lists the dates that the scheduled transactions occur so it is easy to see when the transaction next occurs. Clicking on a date in the calendar brings up a list of scheduled transactions for that date. Moving the mouse over other dates changes to the list of transactions on those dates. Clicking once more on the calendar removes the transaction list.
The Edit Scheduled Transaction Window is divided into a Name area, Options area, Occurrences area, Recurrence Frequency area, mini calendar and Template Transaction pane.
The Options area contains check-boxes to set if the transaction is automatically created and how many days in advance the transaction is created and/or a reminder posted.
The Occurrences area contains selections to set for dates limits on transactions to be entered or the number of transactions to be entered.
The Recurrence Frequency area contains selections to set how often the transaction is scheduled to be added and on what dates this occurs.
The mini calendar provides a visual indication of what transactions are already scheduled.
The Template Transaction pane allows you to setup the transaction as you would like it to be entered into the register.
These options are described in more detail in To Schedule Transactions
The Price Editor is used to track the value of currency, mutual fund and stock type accounts. It provides a unified interface to updating the values of these commodities and is able to update manually or through on-line quotes.
Each entry in the editor shows a record of a commodity price:
Commodity: The commodity being priced.
Currency: The currency the price is recorded in.
Date: The date the price was recorded.
Source: The source of the commodities price quote. Typically, this will be either "user:price-editor", indicating you entered it directly, or "Finance::Quote", indicating that it was retrieved from an on-line source by the Finance::Quote module.
Type: There are several different types of stock price quotes.
Bid: Indicates what a specialist dealer is prepared to pay for a stock.
Ask: Indicates at what price the dealers are prepared to sell a stock.
Last: Indicate the price at which the last trade in that stock/security occurred at. This is the price most commonly quoted in the media.
Net Asset Value: Are typically used for mutual funds. They are calculated on the net value of the fund's assets.
Unknown: Use this if the type of price quoted is not known.
Price: The actual price of the commodity.
To add a new price, click on Add, and enter the details of the price into the dialog box. To edit an existing price, select the price in the price list, click the Edit button, and edit the figures.
To remove just one price, select the price and click the Remove button. If you want to remove all prices older than a certain time, click on the Remove Old... button and enter the details in the dialog box.
To support on-line quotations for a particular stock or mutual fund account, you must first enable on-line price quoting and select a price source. This is described in detail in the To Create a New Account (To Create a New Account) section of Setting up And Editing Accounts. Once on-line quotes are enabled, you can update prices for your stocks and mutual funds by clicking the Get Quotes button.
The Security Editor is used to create and edit commodities that are used by mutual fund and stock type accounts. It also shows the details of National Currencies that are used by GnuCash.
Each entry in the editor shows the details used by the commodity:
Type: Indicates for stocks the exchange on which a stock is traded. For mutual funds use the FUND type. If your commodity is not of one of these types, you can create a new type by typing it in the box. For national currencies the type is ISO4217. ISO-4217 is an international standard which defines unique three-letter symbols for each currency. National currencies are not user editable.
Symbol: Indicates the symbol or abbreviation for the commodity. This is usually the ticker symbol (for stocks) or other unique abbreviation for the commodity. If the commodity is traded on any public exchange, it is important to use the same identifier used on that exchange. For national currencies the symbol is the ISO-4217 currency code.
Name: The full name of the commodity is a recognizable name such as "US Dollars" or "IBM Common Stock".
Code: This is any numeric or alphanumeric code that is used to identify the commodity. The CUSIP code is a unique identifying numeric string that is associated with every stock, bond or mutual fund, and most kinds of tradable options, futures and commodities. This code is not required.
Fraction: This is the smallest traded unit of the commodity, expressed as a fraction of a single nominal unit. This unit is used by GnuCash accounts as the default fraction for trades in the commodity.
To add a new commodity, click on Add, and enter the details of the commodity into the New Currency/Security dialog box. To edit an existing commodity, select the commodity from the Commodities list, click the Edit button, and edit the New Currency/Security dialog box. To remove a commodity, select the commodity and click the Remove button.
To show the details for National Currencies click the Show National Currencies check-box.
The Financial Calculator is used to calculate compound interest. It provides a way of entering four of the five parameters of a compound interest calculation and then calculating the remaining figure.
The calculator is split into two panes. The left pane has five fields with a Calculate button and a Clear button. The Calculate button is used to select the figure to calculate. The Clear button is used to clear any amount in the field.
Payment Periods: This field is used to select the number of payments you wish to use in the calculation.
Interest Rate: This field is used for the interest rate percentage.
Present Value: This field usually contains the amount you have borrowed. It is the base amount you wish to compound.
Periodic Payment: This field contains the amount that is the payment for the period selected (IE monthly, weekly, etc). If it is for repaying a loan it should be a negative number.
Future Value: This field contains the final value at the end of the periods above. If we are repaying a loan in full it would be '0'.
The right pane contains buttons to select what sort of payments and compounding is used for the left pane calculations.
Compounding: This button allows you to select the interval used if the Discrete Compounding button is selected.
Payments: This button allows you to select the interval used for the Payment Periods field.
End of Period Payments: Use this button if the payment is at the end of the period.
Beginning of Period Payments: Use this button if the payment is at the beginning of the period.
Discrete Compounding: This button is used where interest is charged at a discrete interval defined by the Compounding button above.
Continuous Compounding: This button is used when the interest is charged continuously.
Payment Total: This field shows the total amount paid.
Examples of using the Financial Calculator are given in the Tutorial and Concepts Guide.
The Reconcile Window is used to reconcile bank statements to GnuCash accounts. It provides access to various GnuCash functions to make it easy to enter and update account information during the reconciliation.
The Reconcile Window is accessed in the Account Tree Window by going to Actions -> Reconcile... (menu shortcut Ctrl-R). In the Account Register Window it is accessed by going to Actions -> Reconcile...
Table 5.1. Components of the Reconcile Window.
Component | Description |
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Menu bar | Contains the Menus used in the Reconcile Window. |
Tool Bar | Contains buttons used to access common Reconcile Window tasks. |
Funds In | Contains a list of funds deposited in the account. |
Funds Out | Contains a list of funds withdrawn from the account. |
Balance Pane | Contains a list of balances to use in reconciling. |
The following tables describe menus in the Reconcile Window.
Table 5.2. Reconcile Menu - Access to Reconcile Information and finishing or postponing.
Menu Item | Description |
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Reconcile Information | |
Finish | |
Postpone | |
Cancel |
Table 5.3. Account Menu - Access to account operations.
Menu Item | Description |
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Open Account | |
Edit Account | |
Transfer... | |
Check |
The Reconcile Window has a tool bar to access quickly some common functions used with reconciliation.
The Funds In pane shows all unreconciled deposits to the account.
Date: The date of the unreconciled transaction.
Num: The number of the unreconciled transaction.
Description: The Description of the unreconciled transaction.
Amount: The Amount of the unreconciled transaction.
R: Shows a green tick if the transaction will be reconciled when done.
The Funds Out pane shows all unreconciled expenses from the account.
Date: The date of the unreconciled transaction.
Num: The number of the unreconciled transaction.
Description: The Description of the unreconciled transaction.
Amount: The Amount of the unreconciled transaction.
R: Shows a green tick if the transaction will be reconciled when done.
The Balance pane shows the balances used in reconciliation.
Starting Balance: The balance at the end of the last reconciliation.
Ending Balance: The balance entered from the statement.
Reconciled Balance: The balance of selected transactions.
Difference: The difference between the Reconciled and Ending Balances.
Find Transactions is used to search for transactions in GnuCash and display the results in a register window. The title bar of the Find Transactions dialog contains 'Search For...' and the first line of the dialog has 'Split Search'. In other search dialogs used in GnuCash the first line contains a different description but the same basic layout.
To open the Find Transactions dialog in the Account Tree Window go to the Tools menu and select Find Transactions or type menu shortcut Ctrl-F. To open the Find Transactions dialog in the Account Register Window go to the Edit menu and select Find... or type menu shortcut F6.
There are two panes in the search dialog. The top pane contains the Search Criteria buttons and the bottom pane contains the Type of Search selection.
There are two buttons in the top of the Search Criteria pane. The left button allows you to add another criteria row to search for multiple criteria. The existing criteria row needs to be completed before adding a new row. The right button is used to Search for items where all criteria are met or Search for items where any criteria are met. The all criteria are met search requires all of the criteria rows to have at least one match. The any criteria are met search requires only one of the criteria rows to be matched.
The criteria row is used to combine different criteria buttons. The following table describes the possible button combinations (regex means regular expression search);
Table 5.7. Search criteria buttons.
Button 1 | Button2 | Button3 | Button4 | Button5 | Button 6 | Button 7 | Button 8 |
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Description | contains | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Description | does not contain | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Description | matches regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Description | does not match regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Memo | contains | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Memo | does not contain | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Memo | matches regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Memo | does not match regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Number | contains | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Number | does not contain | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Number | matches regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Number | does not match regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Action | contains | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Action | does not contain | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Action | matches regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Action | does not match regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Note | contains | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Note | does not contain | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Note | matches regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Note | does not match regex | Criteria entry field | Is entry Case Insensitive? | Remove row | |||
Date Posted | is before | Date selection field | Remove row | ||||
Date Posted | is before or on | Date selection field | Remove row | ||||
Date Posted | is on | Date selection field | Remove row | ||||
Date Posted | is not on | Date selection field | Remove row | ||||
Date Posted | is after | Date selection field | Remove row | ||||
Date Posted | is on or after | Date selection field | Remove row | ||||
Value | has credits or debits | less than | Amount entry field | Remove row | |||
Value | has credits or debits | less than or equal to | Amount entry field | Remove row | |||
Value | has credits or debits | equal to | Amount entry field | Remove row | |||
Value | has credits or debits | not equal to | Amount entry field | Remove row | |||
Value | has credits or debits | greater than | Amount entry field | Remove row | |||
Value | has credits or debits | greater than or equal to | Amount entry field | Remove row | |||
Value | has credits | less than | Amount entry field | Remove row | |||
Value | has credits | less than or equal to | Amount entry field | Remove row | |||
Value | has credits | equal to | Amount entry field | Remove row | |||
Value | has credits | not equal to | Amount entry field | Remove row | |||
Value | has credits | greater than | Amount entry field | Remove row | |||
Value | has credits | greater than or equal to | Amount entry field | Remove row | |||
Value | has debits | less than | Amount entry field | Remove row | |||
Value | has debits | less than or equal to | Amount entry field | Remove row | |||
Value | has debits | equal to | Amount entry field | Remove row | |||
Value | has debits | not equal to | Amount entry field | Remove row | |||
Value | has debits | greater than | Amount entry field | Remove row | |||
Value | has debits | greater than or equal to | Amount entry field | Remove row | |||
Shares | less than | Amount entry field | Remove row | ||||
Shares | less than or equal to | Amount entry field | Remove row | ||||
Shares | equal to | Amount entry field | Remove row | ||||
Shares | not equal to | Amount entry field | Remove row | ||||
Shares | greater than | Amount entry field | Remove row | ||||
Shares | greater than or equal to | Amount entry field | Remove row | ||||
Share Price | less than | Amount entry field | Remove row | ||||
Share Price | less than or equal to | Amount entry field | Remove row | ||||
Share Price | equal to | Amount entry field | Remove row | ||||
Share Price | not equal to | Amount entry field | Remove row | ||||
Share Price | greater than | Amount entry field | Remove row | ||||
Share Price | greater than or equal to | Amount entry field | Remove row | ||||
Reconcile | is | Not Cleared | Cleared | Reconciled | Frozen | Voided | Remove row |
Reconcile | is not | Not Cleared | Cleared | Reconciled | Frozen | Voided | Remove row |
Balanced | is | set true | Remove row | ||||
Balanced | is not | set true | Remove row | ||||
Account | matches any account | Choose Accounts | Remove row | ||||
Account | matches no account | Choose Accounts | Remove row | ||||
All Accounts | matches all account | Choose Accounts | Remove row |
The Account button performs a search where the accounts selected in the Choose Accounts dialog will both be searched individually for results. This means that a match in any of the selected accounts will either be displayed (matches any account) or discarded (matches no account).
The All Accounts button performs a search where accounts selected in the Choose Accounts dialog will only return results that match in both accounts.
There are four selections in the Type of Search pane. When a new search is started only the New Search button is selectable. The other buttons become selectable only when the Search Results register window is visible.
New Search: Perform a new transaction search
Refine current search: Search within the results of the previous search.
Add results to current search: Search based on the first set of criteria or the new criteria.
Delete results from current search: Discard any results that match the previous search results.