5.1. Tools

Note

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".

5.1.1. Tool Windows

There are several specialized Tool Windows used in GnuCash. These windows provide additional functions to the basic account register.

5.1.1.1. Scheduled Transaction Editor

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.

5.1.1.1.1. Scheduled Transactions Window

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.

5.1.1.1.2. Edit Scheduled Transaction Window

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

5.1.1.2. Price Editor

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.

5.1.1.3. Security Editor

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.

5.1.1.4. Financial Calculator

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.

5.1.1.5. Reconcile Window

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

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.

5.1.1.5.1. Menus

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

Reconcile Information

Finish

Postpone

Cancel

Table 5.3. Account Menu - Access to account operations.

Menu Item

Description

Open Account

Edit Account

Transfer...

Check

Table 5.4. Transaction Menu - Access to transaction editing operations.

Menu Item

Description

New

Edit

Delete

Table 5.5. Help Menu - Access to help.

Menu Item

Description

Help

5.1.1.5.2. Tool Bar Buttons

The Reconcile Window has a tool bar to access quickly some common functions used with reconciliation.

Table 5.6. Reconcile Window Tool Bar

Tool Bar Button

Description

New

Edit

Delete

Open

Finish

5.1.1.5.3. Reconciling Window

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.

5.1.1.6. Find Transactions

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

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.