Cashbook Complete logo

FAQ

The FAQ (Frequently Asked Questions) covers a wide range of commonly asked questions. For help with technical problems, you can also try the Known Issues page.

The FAQ is divided into the following categories:-

New Users

Backups & Transferring Data

Sharing the Data File Across Multiple Machines

Registration

Accounting

Invoicing

Printing

Other

New Users

Back to Top
Can I send my data to my accountant?

Yes, you can either email your data file to your accountant or give them a backup of your data on a USB Drive. Your accountant will need to have Cashbook Complete installed in order to view your data. It is free for accountants to use Cashbook to work on clients' data. To find out how to email your file to someone, please see below.

Can I import data from another program?

The Cashbook can import customer (for more information, search Cashbook Help for Importing Contacts) and product (for more information, search Cashbook Help for Importing Products and Services) data from a spreadsheet, so if you can get the other programs data into a spreadsheet, then you can. The Cashbook can also import QIF files from Quicken and MS Money or any other program that exports a QIF file. For more information, search Cashbook Help for Cashbook - Importing From Another Program.

Can I import bank statements?

Yes. The imported data will be merged with the data that is already in the Cashbook. You will need to download your bank statement as a QIF file from your bank's web site. For more information, search Cashbook Help for Importing a Bank Statement.

How do I find out what version I have?

The version number is shown on the lower-right of the Main Menu screen as well as the About and Support screens.

Do I have to pay for updates?

No. Updates can be downloaded for free from our web site.

If I upgrade, will I lose my data?

No. Your data file will be upgraded to the latest version and your data will remain intact.

How much support do I get?

Technically, as a registered user, you are entitled to three free support calls or emails. In reality however, we don't count the number of calls or emails that you make — but if you ring us too frequently, then we'll start counting. We consider that is more than fair. If you do need more than three free support calls or emails, then additional support can be purchased for $50 for another three phone calls or emails. Free support is provided subject to our Fair Use Policy.

Why is your program so cheap?

We are going for the mass market, and are going for high volume rather than high price.

What is the difference between Cashbook Complete and MYOB?

MYOB is more comprehensive and has all the bells and whistles, but is also a lot more difficult to use (in our opinion). Some of our customers have come from MYOB and find our software refreshingly simple and easy to use. Therefore, the major difference between Cashbook Complete and MYOB is our ease of use.

Can I customise the software?

You can customise your letterhead setup, and can configure your own reports, but cannot customise it beyond that.

Can Cashbook Complete do wages?

No. Cashbook Complete doesn't do wages, but you can monitor an employee's time and expenses against Projects using the Timesheets & Expenses feature.

Does it do stock control?

Yes. Cashbook Complete includes a Products & Services module which allows you to manage inventory.

Can I run Cashbook Complete on a Mac?

Cashbook Complete is for Windows PCs only. Although you can run Windows on the Mac (using software like "Parallels Desktop" or "BootCamp"), the success rate for Cashbook customers using this type of setup is approximately 90%. If you do choose to run Cashbook on the Mac, please note that we don't provide support to Mac users.

Can I run Cashbook Complete on Linux?

Cashbook Complete has been designed for Windows only. We have heard from some customers that it is possible to get it working on Linux, but it would require a computer technician to configure Linux to support Cashbook Complete. If you do this, please note that we are unable to provide support to Linux users.

Can I run Cashbook Complete on a tablet or mobile device (eg. iPad, iPhone, Android)?

Cashbook Complete has been designed for Windows computers only, therefore it's not possible to use Cashbook Complete on tablets and smartphones (ie. iPads, iPhones, Android devices, etc.). Based on feedback from some users, it may be possible to run Cashbook Complete on a Windows based tablet, such as a Surface computer, but we haven't specifically tested Cashbook on such a device.

Backups & Transferring Data

Back to Top
How do I back up to a USB Drive?

Please follow these steps to back up your data to a USB (flash drive, external hard drive, etc.) drive:-

  1. Insert a USB drive into the USB port on your computer. Depending on your settings, Windows may pop up an "AutoPlay" window. It will identify your USB drive as a "Removable Disk" and assign it a drive letter, for example: Removable Disk (F:\). Remember the drive letter for later
  2. In Cashbook Complete, click on the "File" menu
  3. Choose "Backup Cashbook Data"
  4. The "Backup Cashbook Data File" window will appear
  5. Click the small 'magnifying glass' icon next to the "Backup Folder" box
  6. The "Browse for Folder" window will appear
  7. Browse through the list and select your USB drive. Remember, Windows may label it as a "Removable Disk", for example: Removable Disk (F:\)
  8. When you have selected your USB Drive, click "OK"
  9. You will be returned to the "Backup Cashbook Data File" window
  10. Click the "Backup" button
  11. When the backup has finished, you will see a message that the "Backup was completed successfully"
  12. Click "OK"

When the backup has finished and you are ready to remove your USB drive, it is recommended that you eject it safely to avoid data loss.

Can I back up onto a blank CD or DVD?

You can't backup directly onto a CD/DVD from within Cashbook Complete because Windows is not properly equipped to write data to a CD/DVD without specliased software. However, you can still use the software that came with your CD/DVD drive to save your data file to a CD or DVD.

Usually when you buy a CD/DVD writer, it comes with software such as Nero, or Easy CD/DVD Creator. You'd need to use this software to backup to CD/DVD.

For more details, please refer to the Help in the software.

How do I export my data to Excel or another program?

You can export the Cashbook data to Excel (or any spreadsheet program) using the Report Writer.

It's possible that other programs could then be able to import this data from the spreadsheet. You would need to contact the vendor of the program in question to find out if this is possible.

For more information on how to use the Report Writer, please read chapter 6 of the online instruction manual.

How do I transfer the Cashbook to another computer?

You can backup then restore your data onto another computer, as follows:-

  1. Click "File" then "Backup Cashbook Data" to make a backup of your data on your current computer (we recommend using a USB flash drive)
  2. Download and install the software onto the new computer
  3. Once the software is installed, put the backup into the new computer and start Cashbook Complete
  4. Choose "Restore" (if prompted), otherwise choose "Restore From Backup" from the "File" menu

Restoring from a backup in this way means that both your data and registration are reinstated to the new computer you're working on, so there is no need for unlock codes.

Please don't start a new Cashbook file from scratch after re-installing the software on the new computer. You must restore your data from a backup as outlined above in order to preserve your registration. Starting a new Cashbook file means the new one needs to be registered (purchased) separately to your original one.

How do I email my data to someone else?

To email your data file to someone (ie. to our support team or your accountant), you first need to find out the name of your data file and where it is located. You can do that as follows:-

  1. In the software, click on the "Help" menu (top of the screen) and select "Support".
  2. On the Support screen, the last paragraph of text reads "If we need you to send us your Cashbook...". The text that follows shows you which folder your data file is stored in, and what it's filename is.

    For example: C:\Users\<username>\Documents\Cashbook Data\YourCompany.CB

    In this example, "Cashbook Data" is the folder where the data file is stored, and "YourCompany.CB" is the name of the data file.

Once you know the filename and location of your data file, you can email it as follows:-

  1. In "Computer" (or "My Computer") go to the folder where your data file is located. Note: Version 5 users can simply click on the Support screen text (in step 2) to open the folder instantly.
  2. Right-click on your Cashbook data file (the *.CB file) and select "Send To" > "Mail Recipient".
  3. Your email program should then open with a new blank email message with the file already attached.

Note: If you are sending the file to us (Acclaim Software), please include a detailed description of the problem you need help resolving.

How do I restore my data from a backup?

If you have hardware trouble or your data becomes corrupt, you can restore your backup to get up and running again, as follows:-

  1. Put your most recent backup into the computer
  2. Start Cashbook Complete, then click on the "File" menu and choose "Restore From Backup"
  3. Click "Browse" to find the backup copy of your data file on your backup device
  4. Select the data file you want to restore, then click "Open" to start the restore process

After the steps above, the software should say the restore was completed successfully.

If you don't have your own backups or your backups are very old, please search in the Help in the software for "Automated Backups" to learn how to restore a backup that Cashbook has made itself.

What are Automated Backups?

Automated Backups are backups that Cashbook Complete makes periodically. They are a secondary form of backup to the normal backups you should be making yourself.

In the event of hardware failure or data corruption, you can use the Automated Backups to restore your data. However, these should only be used after first trying to restore your own backup, because the Automated Backups can be older in some cases. For help with restoring Automated Backups, please search in the Help in the software for "Automated Backups".

Sharing the Data File Across Multiple Machines

Back to Top

If you want to access the Cashbook from lots of computers in the same building, then it is best to network them. This lets all the users go in at the same time and make changes. If you want to access the computers from different physical locations (eg. home and work) then we recommend that you use Dropbox (but you can use Google Drive as well). With Dropbox (or Google Drive) you can't however access the Cashbook at the same time.

Can I share my Cashbook across a network?

Cashbook Complete can be installed on a network, and can be used by more than one person at a time. By having it on a File Server, you could also take advantage of its regular backup. To install it on a network, you need to:-

  1. Install the software on each computer as though it is going to work locally
  2. Copy your Cashbook data file (eg. MyCompany.CB) to a folder on your file server
  3. Select "Open Cashbook" from the "File" menu, and enter the folder where the cashbook(s) resides
  4. Go into the Setup Wizard (second page) and change the "Data File Folder" to the same path

Please note that if you have an unreliable network, your data file may become corrupted. For this reason, it's best to have a hard-wired network, not a wifi network.

Can I use Dropbox to share my data between multiple locations?

Yes. For details, please see How to Share Cashbook Complete Data using Dropbox

Can I use Google Drive to share my data between multiple locations?

Yes. For details, please see How to Share Cashbook Complete Data using Google Drive

Note: We found that Google Drive waits quite a long time before it starts synchronizing whereas Dropbox is normally done within a minute or so. During the synchronization, Dropbox is also faster because it only updates the changes, where Google Drive re-copies the whole file.

Registration

Back to Top
Do I need to purchase it again if I use it on another computer?

No. Our registration works on a per data file basis which means it's your data that's registered – not the software. This allows you to access the data file from multiple computers on a network, share your data file with your accountant, or use your data file at multiple locations (such as home and office). This method doesn't require you to register the software for each computer or lock you into any yearly fees. If you need to restore from a backup, your registration details will also be restored.

However, if you set up several data files for several organisations, then each one will need to be registered separately. Once you have registered one Cashbook, then all subsequent ones are half price. You should not create a new data file at the end of a financial year. Please contact us directly to get a half-price registration.

I've registered, so why am I still being prompted to register?

You've either forgotten to type in the registration code we sent you, or else you've created a new data file. The registration works on a per data file basis, which means any new file(s) need to be purchased (registered) separately. It could also be because you registered Cashbook Lite, but are now using the features of Cashbook Complete. If that's the case, the software will be prompting you to "upgrade from Lite to Complete".

When I register, will I keep my data, or do I have to start again?

All the data you enter during the trial period is retained (even if you happen to let the trial period expire). Once you finally register, you'll be able to carry on using the data you've already entered.

If the trial period expires before I register, will I lose my data?

No. You won't lose your data, but you won't be able to access it until you have registered, and the registration code is typed in. Refer to the question above.

Can I get a new Unlock Code if I change my company name?

You don't need a new code to change your company name. If you need to change your company name, you can simply click "File" then "Setup Wizard" and change the "Organisation Name" on the "General Setup" screen. This will update your company name throughout the software.

Please don't start a new Cashbook data file for the purpose of changing your name, unless it will be operating as a different entity. If you do set up a new data file (regardless of what Organisation Name you use), it will need to be registered separately.

Why do I have to pay for another data file?

The registration is on a data file basis. This allows you to access the data file from multiple computers on a network, share your data file with your accountant, or use your data file at multiple locations (such as home and office). This method doesn't require you to register the software for each computer or lock you into any yearly fees. If you need to restore from a backup, your registration details will also be restored.

If you set up several data files for several organisations, then each one will need to be registered separately. Once you have registered one Cashbook, then all subsequent ones are half price. You should not create a new data file at the end of a financial year. Please contact us directly to get a half-price registration.

Why doesn't my Unlock Code work?

When you purchase a registration, we ask you for the Organisation Name that you've used in the software (ie. the name that appears on the Main Menu screen in the software). If the name you give us when purchasing doesn't match the name you've entered in the software, then the code may not work. If you are having trouble with your code, please contact support.

Why haven't I received an email after registering?

When you register, you should get a confirmation email from us, usually within 15 minutes. If you don't receive an email within 15 minutes, please check the spam/junk folder in your email software first. If after 1 hour you still haven't received your registration email, please contact support and provide us with your "Organisation Name" and "Email Address" (or "Invoice Number" if you know it).

If I register and then change my mind, can I get a refund?

We give a generous trial period of 90 days, but once you decide to buy, there is no refund. For more details, please refer to our Return Policy.

Can I transfer my registration to a new data file if I stop using my original one?

No – registrations are not transferrable. If you register a Cashbook data file and eventually stop using it, there's no way that the registration applicable to that data file can be transferred to a new Cashbook file (even if it's for the same company). This is because our registration works on a per data file basis. All individual data files must be registered (purchased) separately. If you want to get a half price registration, please contact us directly.

Can I get a new unlock code?

If your computer dies or you're planning to transfer the software to another computer, you will need to restore your data from a backup. This will reinstate your registration. To do this, choose "Restore From Backup" from the "File" menu in the software or see the How do I transfer the Cashbook to another computer? answer above.

Accounting

Back to Top
Why is my bank balance incorrect?

We hear this from customers from time to time and will get them to send us their data file. In every instance, an incorrect bank balance happens because the data hasn't been reconciled to the bank correctly. It is up to you to check that the opening balance is correct and that the bank balance is correct after each days transactions. Once you've initially set up the software with the correct opening balance, you should never really need to change it again.

Why don't the Balance Sheet Category amounts show up on the Graph?

The Graph only shows items that contribute to your profit.

In the Cashbook:-

  • Income categories are for your sales / income.
  • Expense categories are for your costs / expenses.
  • Balance Sheet items are those items where although there is a transaction of some nature, it does not directly affect your cash profit.

Examples of Balance Sheet categories are:-

  • Transfer - If you transfer money from one bank account to another, that does not affect your cash profit.
  • Assets - If you purchase an asset, the asset will affect your bank balance, but not your cash profit. An allowance for depreciation will be made by your accountant at the end of the year.
  • Drawings - If you take drawings (Salary) out of the company, you are taking some of the profit out of the company, but you are not affecting the profit you make.
  • Tax Paid to the Tax Department - You will have been collecting Tax on behalf of your Country. The Tax payments you make to them are therefore not an expense.
  • Loans - Receiving a loan helps your cash flow but you don't want to include it with your sales.

Invoicing

Back to Top
How do I allocate a cashbook payment to an Invoice?

In the Cashbook screen, there is a "Line Details" section at the bottom of the screen which relates to the line (transaction) that you are currently on. To allocate a payment to an Invoice, click on the line (transaction) in question and in the "Line Details" section, select the Invoice number to which it pertains.

How do I allocate an income or expense to a Project?

In the Cashbook screen, there is a "Line Details" section at the bottom of the screen which relates to the line (transaction) that you are currently on. To allocate a payment to a Project, click on the line (transaction) in question and in the "Line Details" section, select the Project to which it pertains. For expenses, you also select the Project Item.

How do I allocate a single payment to multiple Invoices?

There are two ways to handle one payment for multiple Invoices:-

  1. Enter the payment into the Payments Received screen in such a manner that the correct amount is allocated to each Invoice and the total of these amounts is equal to the payment you received. That is, the payment must be manually split up into as many payments as there are Invoices to receipt. See the Help for that screen for more information.
  2. Create a split transaction in the cashbook with one line for each Invoice that needs to be receipted, and then allocate each of those lines to the appropriate Invoice using the INV control at the bottom of the screen.
How do I make an Invoice "Outstanding" without printing it?

An Invoice status changes to "Outstanding" when it's printed or emailed, but sometimes you may not want to do that. To make an Invoice "Outstanding" – without printing it – open the Invoice, click on the "File" menu and choose "Print". When the printer options appear, click "Cancel". The status on your Invoice will change to "Outstanding" but you won't end up with a printout.

How do I get a copy of the Invoices or Statements I have emailed to people?

In the "Email Setup" screen (on the "Invoicing" menu) you can make Cashbook Complete send a copy of all emails to your own email address by entering your email address in the "Copy Invoice and Statement Emails to" box.

How do I email my Invoices?

To email an Invoice to a customer, open the Invoice you want to send and click the "Email" button on the Invoice toolbar. It should be sent instantly. However, if you see an error that the email can't be sent, you probably haven't configured the "Email Setup" properly. If that's the case, see the "I Can't Email Invoices" section on our "Known Issues" page for help with changing your email settings.

Can I send an Invoice as an email attachment?

To send an Invoice as a separate attachment, you'll need to use third-party software, such as a free PDF converter which lets you convert a printable document into a PDF file. You can then use your normal email software to send the PDF file to someone as an attachment.

For detailed steps on this, please see: Can I convert an Invoice, Quote, Statement or Report into a PDF file?

Printing

Back to Top
How do I change the print margins of my Invoice / Statement?

To change these margins, go into the Invoicing screen for an Invoice (or the Statement screen) and select Print Setup from the File menu. Enter the margin settings you desire. The margin settings are retained for the next time they are printed, but for other reports they are not. Every time the software is re-installed or updated the margins are set back to their defaults, so it may be worth writing them down if they are important.

How do I change the print margins of other reports?

To change the margins of any other report, simply preview it first, and then select Print Setup from the File menu to change the margins. These margin settings are not retained for the next time the report is printed.

Other

Back to Top
Can I convert an Invoice, Quote, Statement or Report into a PDF file?

Yes. If you use a third-party PDF converter, you can convert anything printable in Cashbook (Invoices, Quotes, Statements, Reports) into a PDF file. There are lots of PDF converters on the market, but a good FREE one we recommend to use with Cashbook is PrimoPDF. When you've installed a PDF converter like PrimoPDF, you can make PDF files from Cashbook, as follows:-

  1. Do a "Print Preview" of the item you want to convert (ie. an Invoice, Quote, Statement, Report)
  2. Click on the "File" menu and choose "Print" (important: don't click the Print icon on the toolbar)
  3. The Printer Options screen will appear. From the "Printers" drop down list, select "PrimoPDF" (or your preferred PDF converter) from the list of printers, instead of your actual printer
  4. Click "OK" and the PDF software will take over and ask you what to name the file and where to save it

If your intention is to email the PDF to someone, you can use your normal email software to attach the PDF file (just like you would with any other attachment) and then you can send it to someone.

Can I email Quotes?

Quotes can't be emailed in the same way that Invoices and Statements can be emailed from Cashbook. This is something we hope to include in a future upgrade.

However, you can still email a Quote to a customer using either of the following methods:-

  • Export to Word
    You can convert your Quote to a Word document and send it as an attachment. To do this, click the big 'W' (Word) icon on the Quote toolbar. From there, you can save the Word document to your computer, then you can use your email software to attach it to an email to send to customers.
  • Convert to PDF (recommended)
    You can convert your Quote to a PDF document using a third-party PDF converter. For instructions, please see the Can I convert an Invoice, Quote, Statement or Report into a PDF file? question above.
Can I get some training?

Some of our Dealers can provide training. Please see the Features page.

Can I write an email to a contact directly from Cashbook?

Yes. To do this, lookup the Contact you want to email, then simply double-click their Email Address in the Contacts screen. This will bring up a new email message in your normal email software, already addressed to your contact.

Can it do a Purchase Order?

No. Cashbook Complete doesn't have a Purchase Order option.

What do I need to do to become a dealer?

To become a dealer, you must have purchased at least one Cashbook at the full price and must be very familiar with how the software works. Please contact us if you're interested in becoming a dealer.

How do I display a different currency symbol?

To change the currency symbol, go to the Setup Wizard, click "Next" once and you'll see the "General Setup" screen. To the right of the "Customisation" box, click the "Advanced" button. You will see that you can change the currency display format.

How can I start another Cashbook data file?

Choose "New Cashbook" from the "File" menu in the software to start a new data file for another business/entity.

When you create a new data file, you'll be guided through the Setup Wizard to get it set up. At some point during that setup process, you'll be able to select whether you want the "Home", "Lite" or "Complete" edition. This is separate to any existing data file(s) you may already have.

If you're setting up a "Home" data file, then it's free. If you're setting up a "Lite" or "Complete" data file, it will need to be registered individually because our registration works on a per data file basis. If you're already a registered user, then each subsequent data file is only half price. Please contact us directly to get a half-price registration.

Whenever the Cashbook program is started, it will open the most recently used data file by default. To select another data file, select Open Cashbook from the File menu.

Back to Top