r20602 - gnucash-docs/trunk/guide/C - Bug 639264 : Add Information about Starting Balance in reconcile window and revise the entire section.
Cristian Marchi
cmarchi at code.gnucash.org
Fri Apr 29 14:39:44 EDT 2011
Author: cmarchi
Date: 2011-04-29 14:39:43 -0400 (Fri, 29 Apr 2011)
New Revision: 20602
Trac: http://svn.gnucash.org/trac/changeset/20602
Modified:
gnucash-docs/trunk/guide/C/ch_txns.xml
gnucash-docs/trunk/guide/C/figures/txns_reconcile_window1.png
gnucash-docs/trunk/guide/C/figures/txns_reconcile_window2.png
Log:
Bug 639264 : Add Information about Starting Balance in reconcile window and revise the entire section.
Modified: gnucash-docs/trunk/guide/C/ch_txns.xml
===================================================================
--- gnucash-docs/trunk/guide/C/ch_txns.xml 2011-04-29 18:31:26 UTC (rev 20601)
+++ gnucash-docs/trunk/guide/C/ch_txns.xml 2011-04-29 18:39:43 UTC (rev 20602)
@@ -550,52 +550,54 @@
been cleared, but not reconciled. You can toggle the reconciliation status
between <emphasis>n</emphasis> and <emphasis>c</emphasis> by clicking in the <guilabel>R</guilabel> field; you can set
it to <emphasis>y</emphasis> by using the <guilabel>Reconciliation Window</guilabel>.</para>
+
+ <para>At the bottom of the account window, there are (among others) two running
+ balances (the <guilabel>cleared</guilabel> and <guilabel>reconciled</guilabel> balance), and the
+ <guilabel>total</guilabel> balance. The formers balances should correspond to how much money
+ the bank thinks you have in your account, while the latter includes outstanding transactions.</para>
- <para>At the bottom of the account window, there are two running totals:
- <guilabel>Balance</guilabel> and <guilabel>Cleared</guilabel>. The former includes
- outstanding transactions while the latter should correspond to how much money
- the bank thinks you have in your account.</para>
+ <para>For example, when you write a check for something, you should
+ enter the transaction into <application>&app;</application>. The reconciliation <guilabel>R</guilabel> field of the
+ transaction will initially contain <guilabel>n</guilabel> (new). Your new entry will
+ contribute to the <guilabel>total</guilabel> balance, but not to the <guilabel>cleared</guilabel> and
+ <guilabel>reconciled</guilabel> balance. Later, if you think that the check has been cashed,
+ you might click on the transaction’s <guilabel>R</guilabel> field to change it to <emphasis>c</emphasis>
+ (cleared). When you do this, the <guilabel>cleared</guilabel> balance will
+ change to include this amount. When the bank statement arrives, you can
+ then compare it to what you’ve recorded in <application>&app;</application> by opening the reconciliation
+ window. There, you will be able to change the <guilabel>R</guilabel> field to <emphasis>y</emphasis> (reconciled).</para>
+
+ <note>
+ <para>You cannot reconcile in the register window, you must use the
+ reconciliation window. Once a transaction has been marked <emphasis>reconciled</emphasis>,
+ it can no longer be easily changed without breaking the
+ <link linkend="rec-start-blnc"><guilabel>Starting Balance</guilabel></link> of the next reconciliation.</para>
+ </note>
<sect2 id="txns-reconcile-window2">
- <title>Reconcile Window</title>
+ <title>Reconcile windows</title>
- <para>The Reconciliation Window is used to reconcile a <application>&app;</application> account
+ <para>The reconciliation windows are used to reconcile a <application>&app;</application> account
with a statement that a bank or other institution has sent you.
Reconciliation is useful not only to double-check your records against
those of your bank, but also to get a better idea of outstanding
transactions, e.g. uncashed checks.</para>
- <para>At the bottom of the account window, there are two running
- balances: the <guilabel>cleared and reconciled</guilabel> balance, and the <guilabel>total</guilabel> balance.
- The <guilabel>cleared and reconciled</guilabel> balance should correspond to how much money
- the bank thinks you have in your account, and the <guilabel>total</guilabel> balance
- includes outstanding transactions.</para>
-
- <para>For example, when you write a check for something, you should
- enter the transaction into <application>&app;</application>. The reconciliation <guilabel>R</guilabel> field of the
- transaction will initially contain <guilabel>n</guilabel> (new). Your new entry will
- contribute to the <guilabel>total</guilabel> balance, but not to the <guilabel>cleared and
- reconciled</guilabel> balance. Later, if you think that the check has been cashed,
- you might click on the transaction’s <guilabel>R</guilabel> field to change it to <emphasis>c</emphasis>
- (cleared). When you do this, the <guilabel>cleared and reconciled</guilabel> balance will
- change to include this amount. When the bank statement arrives, you can
- then compare it to what you’ve recorded in <application>&app;</application> in the reconciliation
- window. There, you will be able to change the <guilabel>R</guilabel> field to <emphasis>y</emphasis> (reconciled).
- You cannot reconcile in the register window, you must use the
- reconciliation window. Once a transaction has been marked <emphasis>reconciled</emphasis>,
- it can no longer be easily changed.</para>
-
- <para>To use the Reconciliation Windows, select an account from the
+ <para>To use the reconciliation windows, select an account from the
account tree and click on <menuchoice><guimenu>Actions</guimenu>
- <guimenuitem>Reconcile</guimenuitem></menuchoice>. A window will appear in which you can
+ <guimenuitem>Reconcile</guimenuitem></menuchoice>. A window like the one below will appear in which you can
enter the reconcile information.</para>
<screenshot id="txns-reconcile-window-1">
<mediaobject>
- <imageobject>
- <imagedata fileref="figures/txns_reconcile_window1.png"
- format="PNG" srccredit="Bengt Thuree" />
- </imageobject>
+ <imageobject role="html">
+ <imagedata fileref="figures/txns_reconcile_window1.png"
+ format="PNG" srccredit="Cristian Marchi"></imagedata>
+ </imageobject>
+ <imageobject role="fo">
+ <imagedata fileref="figures/txns_reconcile_window1.png"
+ format="PNG" srccredit="Cristian Marchi"></imagedata>
+ </imageobject>
<textobject>
<phrase>Reconcile Window</phrase>
@@ -605,46 +607,94 @@
</mediaobject>
</screenshot>
- <itemizedlist>
- <listitem>
- <para><emphasis>Reconcile Info: Statement Date</emphasis> - this is
- the date of the statement you will be reconciling against.</para>
- </listitem>
+ <para>In the initial reconcile window, some <guilabel>Reconcile Information</guilabel> need to be entered.</para>
+ <variablelist>
+ <varlistentry><term><guilabel>Statement Date</guilabel></term>
+ <listitem>
+ <para>The date of the statement you will be reconciling against.</para>
+ <tip>
+ <para>Click on the down arrow in the right of this field to open a calendar</para>
+ </tip>
+ </listitem>
+ </varlistentry>
- <listitem>
- <para><emphasis>Reconcile Info: Starting Balance</emphasis> - this
- is a non-editable item which displays the balance from the previous
- reconciliation. It should match the starting balance in your
- statement.</para>
- </listitem>
+ <varlistentry id="rec-start-blnc"><term><guilabel>Starting Balance</guilabel></term>
+ <listitem>
+ <para>This is a non-editable item which displays the balance from the previous
+ reconciliation. It should match the starting balance in your statement.</para>
- <listitem>
- <para><emphasis>Reconcile Info: Ending Balance</emphasis> - this is
- the ending balance as it appears in the statement.</para>
- </listitem>
+ <note>
+ <para>Sometimes, the opening balance in <application>&app;</application> does not match that
+ found on your statement. This can happen the first time you reconcile your account or
+ when a previously-reconciled transaction is de-reconciled or deleted.</para>
+ </note>
+
+ <para>The first time you reconcile your account, the <guilabel>starting balance</guilabel> will
+ be <guilabel>0.00</guilabel>, thus probably not the <emphasis>opening balance</emphasis> of your account.
+ When you reconcile the account, the <emphasis>opening balance</emphasis> for the account
+ will be included in the reconciliation, and the result should balance.</para>
+
+ <para>In the case when a previously-reconciled transaction is accidentally de-reconciled, you can simply
+ re-reconcile the transaction along with the transactions on the current statement, and the
+ result should balance.</para>
- <listitem>
- <para><emphasis>Reconcile Info: Include Sub-accounts</emphasis> -
- select this if you want to include the sub-accounts of the currently
- selected account in this reconciliation.</para>
- </listitem>
+ <para>The case of accidentally deleting a previously-reconciled transaction presents
+ more of a challenge; if you cannot determine what was
+ deleted and restore it to the register, you will have to create a dummy
+ transaction to get the reconciliation to finish.</para>
+ </listitem>
+ </varlistentry>
- <listitem>
- <para><emphasis>Enter Interest Payment</emphasis> - click here to
- enter an interest transaction to the account to be
- reconciled.</para>
- </listitem>
- </itemizedlist>
+ <varlistentry><term><guilabel>Ending Balance</guilabel></term>
+ <listitem>
+ <para>This field should be filled with the ending balance as it appears in the statement.</para>
+ <note>
+ <para><application>&app;</application> automatically fills this field with the
+ <guilabel>Present</guilabel> balance as shown in the lower part of the
+ account’s register.</para>
+ </note>
+ </listitem>
+ </varlistentry>
- <para>Click on the <guibutton>Ok</guibutton> button, and you will see
+ <varlistentry><term><guilabel>Include Sub-accounts</guilabel></term>
+ <listitem>
+ <para>Check this option if you want to include in the reconciliation the transactions
+ that belongs to the sub-accounts of the currently selected account.</para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry><term><guibutton>Enter Interest Payment</guibutton></term>
+ <listitem>
+ <para>Clicking this button opens a new window that allow you to enter an interest transaction to the account to be
+ reconciled.</para>
+ <tip>
+ <para>The <guilabel>Interest Payment</guilabel> window might be opened automatically when you start a reconciliation
+ for an account of the type <emphasis>Bank</emphasis>, <emphasis>Credit</emphasis>,
+ <emphasis>Mutual</emphasis>, <emphasis>Asset</emphasis>, <emphasis>Receivable</emphasis>,
+ <emphasis>Payable</emphasis>, and <emphasis>Liability</emphasis>. If you want to disable
+ this behavior for any of the previous accounts, go to the <guilabel>Register</guilabel> tab of the
+ <guilabel>&app; Preferences</guilabel> and uncheck the <guilabel>Automatic interest transfer</guilabel>
+ option. Alternatively, to disable this behavior only for the selcted account, press the
+ <guibutton>No Auto Interest Payments for this Account</guibutton> button in the
+ <guilabel>Interest Payment</guilabel> window.</para>
+ </tip>
+ </listitem>
+ </varlistentry>
+ </variablelist>
+
+ <para>Then, click on the <guibutton>Ok</guibutton> button, and you will see
the transactions listing reconcile window:</para>
<screenshot id="txns-reconcile-window-2">
<mediaobject>
- <imageobject>
- <imagedata fileref="figures/txns_reconcile_window2.png"
- format="PNG" srccredit="Bengt Thuree" />
- </imageobject>
+ <imageobject role="html">
+ <imagedata fileref="figures/txns_reconcile_window2.png"
+ format="PNG" srccredit="Cristian Marchi" width="510"></imagedata>
+ </imageobject>
+ <imageobject role="fo">
+ <imagedata fileref="figures/txns_reconcile_window2.png"
+ format="PNG" srccredit="Cristian Marchi"></imagedata>
+ </imageobject>
<textobject>
<phrase>Reconcile Window</phrase>
@@ -655,54 +705,57 @@
</mediaobject>
</screenshot>
- <para>The two lists called <guilabel>Funds In</guilabel> and
- <guilabel>Funds Out</guilabel> lists all the unreconciled transactions.
- The <guilabel>R</guilabel> columns show whether the transactions have been cleared or
- reconciled.</para>
-
+ <para>The two panes called <guilabel>Funds In</guilabel> and
+ <guilabel>Funds Out</guilabel>, lists all the unreconciled transactions that belongs to the account
+ that is going to be reconciled.
+ The <guilabel>R</guilabel> columns show whether the transactions have been reconciled.</para>
+
<para>Now, examine each item on the bank statement, and look for the
- matching item in the Reconcile window.</para>
+ matching item in the <guilabel>Reconcile</guilabel> window.</para>
- <para>If you cannot find one, then perhaps you forgot to enter a
- transaction, or did not know that the transaction had happened. You can
- use the <guibutton>New</guibutton> button on the <emphasis>Toolbar</emphasis>, or the New menu item in the
- Transaction menu, to open a register window and enter the missing
- transaction. The new item will appear in the Reconcile window when you
- press <keycap function="enter">enter</keycap> after entering the transaction.</para>
+ <para>If you cannot find a transaction, then perhaps you forgot to enter it, or did not know that the transaction
+ had happened. You can use the <guibutton>New</guibutton> button on the <emphasis>Toolbar</emphasis>, or the
+ <menuchoice><guimenu>Transaction</guimenu><guimenuitem>New</guimenuitem></menuchoice>
+ menu item in the menu, to open a register window and enter the missing
+ transaction. The new item will appear in the <guilabel>Reconcile</guilabel> window when you
+ press the <guibutton>Enter</guibutton> button in the register after entering the transaction.</para>
- <para>When you find the item in the Reconcile window, compare the amount
+ <para>When you find the item in the <guilabel>Reconcile</guilabel> window, compare the amount
in the item to the amount on the statement. If they disagree, you may
have made an error when you entered the transaction in <application>&app;</application>. You can
use the <guibutton>Edit</guibutton> button on the <emphasis>Toolbar</emphasis>, or the
- <guimenu>Edit</guimenu> menu item in the Transaction menu, to open a
- register window and correct the transaction.</para>
+ <menuchoice><guimenu>Transaction</guimenu><guimenuitem>Edit</guimenuitem></menuchoice>
+ item, to open a register window and correct the transaction.</para>
- <para>If the amounts agree, click on the item in the Reconcile window.
- The <emphasis>R</emphasis> column will change to <emphasis>y</emphasis> (reconciled)
- from <emphasis>n</emphasis> or <emphasis>c</emphasis>. You
- may also use the up/down arrow keys to scroll to the item and then
- press the space key. This will also change the <guilabel>R</guilabel> column to show the
- item as reconciled.</para>
+ <para>If the amounts agree, click on the item in the <guilabel>Reconcile</guilabel> window.
+ A check mark wil appear in the <guilabel>R</guilabel> column aside the selected transaction.
+ <application>&app;</application> will automatically update the amounts in the lower right summary pane.</para>
+
+ <tip>
+ <para>You can use the <keycap>up</keycap>/<keycap>down</keycap> arrow keys to scroll to the item, the
+ <keycap>space</keycap> key to mark the item as reconciled and the <keycap>Tab</keycap>
+ key to switch panes.</para>
+ </tip>
<para>You then repeat this for each item that appears on the bank
statement, verifying that the amounts match with the amounts in <application>&app;</application>,
and marking off transactions in <application>&app;</application> as they are reconciled.</para>
- <para>At the bottom of the <guilabel>Reconcile</guilabel> window is a <guilabel>Difference</guilabel> field,
- which should show $0.00 when you are done reconciling. If it shows some
+ <para>At the bottom of the <guilabel>Reconcile</guilabel> window there is a <guilabel>Difference</guilabel> field,
+ which should show <guilabel>0.00</guilabel> when you are done reconciling. If it shows some
other value, then either you have missed transactions, or some amounts
may be incorrect in <application>&app;</application>. (Or, less likely, the bank may have made an
error.)</para>
<para>When you have marked off all the items on the bank statement, and
- when the difference is $0.00, press the <guibutton>Finish</guibutton> button on the <emphasis>Toolbar</emphasis> or
+ when the difference is 0.00, press the <guibutton>Finish</guibutton> button on the <emphasis>Toolbar</emphasis> or
select <menuchoice><guimenu>Reconcile</guimenu><guimenuitem>Finish</guimenuitem></menuchoice> from the menu.
The <guilabel>Reconcile</guilabel> window will close.
In the register window, the <guilabel>R</guilabel> field of the reconciled transactions will
change to <emphasis>y</emphasis>.</para>
<para>In this case, we have not received all the information yet, so we
- simply press the <guibutton>Postpone</guibutton>, so we can continue at
+ simply press the <guibutton>Postpone</guibutton> button, so we can continue at
a later stage. Observe that the <guilabel>R</guilabel> column indicates we cleared (<emphasis>c</emphasis>)
two transactions. They have not been reconciled yet, but we have
verified these two transactions so they have been marked as cleared. If
@@ -721,7 +774,7 @@
<phrase>Checking account</phrase>
</textobject>
- <caption><para>The Checking account after postponed the
+ <caption><para>The Checking account after postponing the
reconciliation.</para></caption>
</mediaobject>
</screenshot>
Modified: gnucash-docs/trunk/guide/C/figures/txns_reconcile_window1.png
===================================================================
(Binary files differ)
Modified: gnucash-docs/trunk/guide/C/figures/txns_reconcile_window2.png
===================================================================
(Binary files differ)
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