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178 lines
7.3 KiB
178 lines
7.3 KiB
<article id="xacc-regwin">
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<title>The Account Register</title>
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<sect1>
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<title>Introduction</title>
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<para>
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The Account Register is probably the window you will see most often in
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GnuCash. It is used to enter your financial transactions into GnuCash
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and also print reports, checks and invoices. The Account Register has
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three modes to enter transactions and is flexible in its configuration
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so you can display the transactions in a way that suits you. In this
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section we will describe its features and configuration and how to enter
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transactions.
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</para>
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<sect2 id="basicledger">
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<title>Basic Ledger Transactions</title>
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<para>
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Basic Ledger Mode is the default when you open the Account Register window
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or when you select <menuchoice><guimenu>Register</guimenu><guimenuitem>
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Style</guimenuitem><guimenuitem>Basic Ledger</guimenuitem></menuchoice>.
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</para>
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<figure>
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<title>The Account Register - Basic Ledger</title>
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<screenshot>
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<screeninfo>The Account Register - Basic Ledger</screeninfo>
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<mediaobject>
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<imageobject>
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<imagedata fileref="image/basicledger.png" srccredit="wilddev">
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</imageobject>
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</mediaobject>
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</screenshot>
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</figure>
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<para>
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When you first open the Account Register window the cursor
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will be in the date field ready for you to enter a
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transaction. All you need to do is tab to the next field and
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enter the details of the transaction. If you have a number,
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such as a check number, enter that in the next field then tab
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again and enter a description of the transaction. The Transfer
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field is where the double entry nature of GnuCash comes into
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play as here you will assign the second part of the
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transaction to another account. If you click on the right end
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of the Transfer field an arrow box will appear that you can
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use to select a drop-down menu of accounts to assign the
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transaction to. As in the example below select the account to
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assign the transaction to then fill in the amount. When you
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press the enter key or click the enter icon the transaction is
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added to the register and the entry field automatically moves
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to the next transaction.
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</para>
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<figure>
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<title>Basic Ledger - Transfer</title>
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<screenshot>
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<screeninfo>Basic Ledger - Transfer</screeninfo>
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<mediaobject>
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<imageobject>
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<imagedata fileref="image/basicledger-transfer.png" srccredit="wilddev">
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</imageobject>
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</mediaobject>
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</screenshot>
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</figure>
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<para>
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There are additional fields to the transactions that are accessed by
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selecting <menuchoice><guimenu>Register</guimenu><guimenuitem>
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Style</guimenuitem><guimenuitem>Double Line</guimenuitem></menuchoice>.
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These fields let you add notes to your transactions and select the type
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of transaction that you are entering. Any of these fields are editable
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after you enter the transaction. The other half of the transaction is
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automatically updated with the changed information.
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</para>
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</sect2>
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<sect2 id="autosplit">
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<title>Auto-Split Ledger Transactions</title>
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<para>
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Auto-Split Ledger Mode is selected by <menuchoice><guimenu>Register
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</guimenu><guimenuitem>Style</guimenuitem><guimenuitem>Auto-Split Ledger
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</guimenuitem></menuchoice>. This mode lets you see both sides of the
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transactions you are entering as well as split any part of the transaction
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into several accounts. Below you see that we have split the previous
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transaction into two to accurately reflect what the money was used for.
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The parts of the split automatically disappear when you move to the next
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transaction and you will just see <guibutton>-- Split Transaction --
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</guibutton>
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</para>
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<figure>
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<title>The Account Register - Auto-Split Ledger</title>
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<screenshot>
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<screeninfo>The Account Register - Auto-Split Ledger</screeninfo>
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<mediaobject>
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<imageobject>
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<imagedata fileref="image/autosplitledger.png" srccredit="wilddev">
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</imageobject>
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</mediaobject>
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</screenshot>
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</figure>
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</sect2>
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<sect2 id="transjrnl">
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<title>Transaction Journal</title>
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<para>
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Transaction Journal Mode is selected by <menuchoice><guimenu>Register
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</guimenu><guimenuitem>Style</guimenuitem><guimenuitem>Transaction Journal
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</guimenuitem></menuchoice>. This mode lets you see both sides of all
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transactions you have entered and the splits of those transactions.
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When you enter transactions in this mode the previous transactions do not
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have their parts hidden from view.
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</para>
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<figure>
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<title>The Account Register - Transaction Journal</title>
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<screenshot>
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<screeninfo>The Account Register - Transaction Journal</screeninfo>
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<mediaobject>
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<imageobject>
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<imagedata fileref="image/transactionjrnl.png" srccredit="wilddev">
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</imageobject>
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</mediaobject>
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</screenshot>
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</figure>
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</sect2>
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<sect2 id="xacc-register-sortorder">
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<title>Sort Order</title>
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<para>
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The Sort Order for your transactions is selected by <menuchoice><guimenu>
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Register</guimenu><guimenuitem>Sort Order</guimenuitem></menuchoice>.
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The default sort order is to sort by Date. Other sorting options are:
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date of entry, statement date, Num, Amount, Memo and Description.
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</para>
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</sect2>
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<sect2 id="xacc-daterange">
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<title>Date Range</title>
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<para>
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GnuCash has the ability to show a selection of transactions with
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Date Range. This is accessed through<menuchoice><guimenu>Register
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</guimenu><guimenuitem>Date Range</guimenuitem><guimenuitem>Set Range...
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</guimenuitem></menuchoice>. Choose the range of dates you want to display
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by selecting the <guibutton>Start date:</guibutton> and the <guibutton>End
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date:</guibutton> and then click <guibutton>Set Date Range</guibutton> to
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apply the date range. When you need to reset the display back to all the
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transactions click <menuchoice><guimenu>Register</guimenu><guimenuitem>
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Date Range</guimenuitem><guimenuitem>Show All</guimenuitem></menuchoice>.
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</para>
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</sect2>
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<sect2 id="xacc-general-ledger">
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<title>
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The General Ledger
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</title>
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<para>
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The general ledger is a special register which contains entries
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for more than one, account. You can get a general ledger for
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an account and its subaccounts by using the <guimenu>Open subaccounts</guimenu>
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menu item on an account window, or a general ledger for <emphasis>
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every</emphasis> account by selecting <guimenu>General Ledger</guimenu>
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in the <guimenu>Tools</guimenu> main menu item.
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</para>
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<screenshot>
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<mediaobject>
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<imageobject>
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<imagedata fileref="image/general-ledger.png">
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</imageobject>
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</mediaobject>
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</screenshot>
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<para>
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General ledgers show the ledger entries in all the accounts
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a transaction appears in, which you can edit directly. Note
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that the general ledger window is more complicated and
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harder to use than the individual account registers. The
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general ledger window allows a more comprehensive overview
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of accounts in a smaller and quicker-to-navigate (for
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experienced users who know exactly what they are doing)
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space. Because of its increased complexity, it use is
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recommended only for accounting experts.
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</para>
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</sect2>
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</sect1>
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</article>
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