To simplify navigation the following are the topics covered in this section; Account Tree - Menus, Account Tree - Tool Bar Icons/Buttons, Account Tree - Display.
Figure 4.1. An "Account Tree" Display.
This is an screen image of the "Accounts" tab after creating a new file and "select all" of the accounts.
The Menu bar for the Accounts Tree window contains the following options;
File - Account Tree - File Menu
Edit - Account Tree - Edit Menu
View - Account Tree - View Menu
Action - Account Tree - Actions Menu
Business - Account Tree - Business Menu
Reports - Account Tree - Reports Menu
Tools - Account Tree - Tools Menu
Windows - Account Tree - 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 4.1. 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 assistant. | |||||
| New Account... | Creates a New Account and opens the account properties. | |||||
| New Account Hierarchy ... | Starts the Creates a New Account Hierarchy sequence. | |||||
Open -> | Selects the Open sub-menu options described below | |||||
Open ... | Starts the "Open another data file" process. | |||||
Open Budget | Opens an existing budget. | |||||
Open Account | When an account is selected in the Account Tree opens the register for that account. (Shortcut Alt-F,O,A) | |||||
Open Sub-Accounts | When an account is selected in the Account Tree opens a General Ledger register for that account and all sub-accounts. (Shortcut Alt-F,O,A) | |||||
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
| |||||
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. | |||||
Quit (Ctrl+Q) | Exits GnuCash. Menu shortcut Ctrl-Q | |||||
Table 4.2. Account Tree - Edit Menu - Access to file and account editing operations and preferences.
Menu Item | Description | |
|---|---|---|
Edit Account (Ctrl+E) | Modify name or characteristic of selected account. Editing an Account | |
Delete Account ... | Remove an account. See Deleting an Account | |
Renumber Sub-account ... | Starts the Renumber Account assistant. See Renumbering Subaccounts. | |
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 Preferences. | |
Style Sheets | Modify/customize Style Sheets. See Changing Style Sheets. | |
Tax Options | Set tax characteristics on account(s) (US). Assign tax form and line to account. | |
Table 4.3. Account Tree - View Menu - Changes display window view.
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. |
Filter by ... | Set filter for accounts displayed in the Account Tree display. |
Refresh (Ctrl+R) | Repaint the display screen. |
Table 4.4. Actions Menu - Setup scheduled transactions, repair accounts, perform stock splits, transfer and reconcile transactions.
Menu Item | Description | |
|---|---|---|
Online Actions -> | If Online Banking was enabled for GnuCash the following sub-menus will be displayed | |
Get Balance | ||
Get Transactions | Download transactions from online accounts | |
Issue Transaction ... | Upload transaction(s) to online account ?? | |
Direct Debit ... | ||
Scheduled Transactions -> | Scheduled Transactions sub-menus | |
Scheduled Transaction Editor | Invoke tool to edit scheduled transactions. See Edit Scheduled Transaction Window | |
Since Last Run... | Display Scheduled transactions since last running of GnuCash. Since Last Run Assistant | |
Mortgage & Loan Repayment Setup | Starts the Mortgage & Loan Repayment assistant for setting up repayments. Mortgage & Loan Repayment Assistant | |
Transfer... | Starts the Transfer assistant for transfer between accounts. | |
Reconcile... | Starts the Account Reconcile assistant. Reconciling Information Window | |
Stock Split... | Starts the Stock Split assistant. Additional details Recording a Stock Split | |
View Lots... | Opens the "Lots in Account" form. | |
Check & Repair -> | Check & Repair Submenus | |
Check & Repair Account | Check for and repair unbalanced transactions and orphan splits in this account. | |
Check & Repair Sub-accounts | Check for and repair unbalanced transactions and orphan splits in this account and its subaccounts. | |
Check & Repair All | Check for and repair unbalanced transactions and orphan splits in all accounts. | |
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. Check-boxes labeled "Remember and don't ask me again" and "Remember and don't ask me again this session" allow disabling the warnings. This option permits reseting the warnings to the default, IE make the warning happen. Warnings may be selectivly enabled. | |
Rename Page | Open the form to rename the current page/tab. | |
Table 4.5. Business Menu - Access small business features of GnuCash.
Menu Item | Description | |
|---|---|---|
Customer -> | Select customer related activities. | |
New Customer... | Start the form to create a new customer. | |
Find Customer... | Start the assistant to search for a customer. | |
New Invoice... | Start the form to create a new invoice. | |
Find Invoice... | Start the assistant to search for a invoice. | |
New Job... | Start the form to create a new job. | |
Find Job... | Start the assistant to search for a job. | |
Process Payment... | Starts the Process Payment assistant. Requires an account of type "A/Payable" before running assistant. | |
Vendor -> | Select vendor related activities. | |
New Vendor... | Start the form to create a new vendor. | |
Find Vendor... | Start the assistant to search for a vendor. | |
New Bill... | Start the form to create a new bill. | |
Find Bill... | Start the assistant to search for a bill. | |
New Job... | Start the form to create a new job. | |
Find Job... | Start the assistant to search for a job. | |
Process Payment... | Starts the Process Payment assistant. Requires an account of type "A/Payable" before running assistant. | |
Employee -> | Select employee related activities. | |
New Employee... | Start the form to create a new employee. | |
Find Employee... | Start the assistant to search for a employee. | |
New Expense Voucher... | Start the form to create a new expense voucher. | |
Find Expense Voucher... | Start the assistant to search for a expense voucher. | |
Process Payment... | Starts the Process Payment assistant. Requires an account of type "A/Payable" before running assistant. | |
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 each of the available reports and graphs. Each report or graph may be customized by the Options Icon and the "Stylesheet" used.
Table 4.6. 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 | ||
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. (TXF) | |
Transaction Report | ||
Table 4.7. Tools Menu - Access to miscellaneous tools and editors
Menu Item | Description |
|---|---|
Online Banking Setup ... | Starts "On-line" banking setup assistant, if GnuCash was built to support on-line banking. HBCI (Online Banking) Setup Assistant |
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 4.9. Account Tree - Help Menu - Access to this help and the Tutorial and Concepts Guide.
Menu Item | Description |
|---|---|
Tutorial & Concepts Guide | Explanation of accounting principles and how to apply them in GnuCash |
Tips Of The Day | Short notes about features you might otherwise miss |
Contents | What you are reading now |
About | The version, license and credits |
The GnuCash main Window has a number of Icons/Buttons in 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 4.10. Account Tree - Window Tool Bar
Tool Bar Icons | Description |
|---|---|
Save | Perform a save on the data file, commit all transactions to the data file. |
Close | This icon is not available for the first Accounts tab, it is available for additional Account Tree displays. |
Open | Open a transaction register of the selected account. |
Edit | Edit the characteristics for the selected account. Editing an Account |
New | Start the assistant for creating a new account. Creating a New Account |
Delete | Remove the selected account. Deleting an Account |
The Tab Bar displays "file/notebook folder" style tabs for open transaction registers, and reports.
The Account Tree displays the list of your accounts in hierarchical format. This enables you to organize your accounts by account type.
The triangle shape beside the account name is used to open and close the account tree. When you click on the triangle, it changes from right pointing into a down pointing sign to indicate that the tree is opened. You will then see offset below the account name either a list of the sub account(s) or another triangle to the left of an account. This indicates another lower level of the account tree.
The default display for the Account Tree Window is in Notebook mode. This is indicated by the tab in the Tab row of the main window. Other tabs will appear beside this one when you open reports, Account Registers or additional Account Trees.
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.