1.0 Getting Started

1.1 Introduction

Cashbook Complete is a small business accounting program, containing all the necessary tools to manage business accounts, quotes, invoices, employee timesheets, VAT/GST/TAX returns, evaluation of company performance, and other useful tools (phone and address lists etc.). Cashbook Complete also features a security module where users can be assigned privileges and passwords to limit access to various parts of the program.

Search functions are also included. Search functions can be used to find particular invoices, quotes, and contacts. This means that you no longer have to remember awkward quote or invoice numbers. Another feature is the report writer. The report writer allows you to create a report using your own conditions, picking out special information relevant for your particular business needs.

Information is shared between the modules within Cashbook Complete. This saves time by entering information only once. Although many parts are separate, they have been designed to work together, and are organised into general sections shown on the main screen. This means you can get to the part that you need quickly. Cashbook Complete also has the flexibility to pass information to other applications (e.g. spreadsheets, and word processors).

Cashbook Complete provides standard print-outs for things like invoices, quotes, projects, and timesheets. A fully featured help system is also found within Cashbook Complete. The help system provides you with guidance on how to use the program.

1.2 System Requirements

Cashbook Complete works on Windows XP, Vista, 7, 8, 8.1 and Windows 10 (32-bit or 64-bit). The software will require about 300Mb of hard disk space.

1.3 Installing the Software

If you have purchased an installation CD, insert the CD and the installer program should start automatically.

To install the software from the internet, please follow the instructions on the "Download" page on our website.

1.4 Running Cashbook Complete

The cashbook will run automatically after installation. You can restart it as explained below.

To run Cashbook Complete simply double click the "Cashbook Complete" icon on the desktop. Alternatively, you can type "Cashbook Complete" from the Start menu in Windows.

1.5 Welcome to Cashbook Complete

The first time you run the software, Cashbook Complete looks for an existing data file. If a data file is present, it will automatically load it. If Cashbook Complete doesn't find a data file, you will be presented with the following screen:

New

Selecting "New" will create a brand new cashbook. Select this if you are using Cashbook Complete for the very first time, and have no existing data files.

Open

Select "Open" if you want to open an existing cashbook file. An example of this would be if you are sharing a cashbook data file with other users over a network.

Restore

Use the "Restore" option if you already have a backup of your cashbook. This will reinstate your data and registration to the computer you're using.

Once you have made your selection, click "OK".

1.6 Setup Wizard

Note: When you set up a new file, you are shown a simplified version of the Setup Wizard so you can get started quickly. For any subsequent times you run the Setup Wizard, you will see all the options. Also, some screens are only shown depending on the edition of the software you're using.

Setup Company and File Name

This screen is where you set up your company name (or organisation name, trust name, surname), file name, and default cashbook data file folder.

Cashbook Name

In this box, simply type your company/organisation name. If it's a cashbook for personal use, just use your own name. The name you enter here will appear on the main screen and many reports.

File Name

After entering a Cashbook Name (above), the filename is automatically entered for you. However, you can still type in your own file name if you wish.

Data File Folder

This is the default cashbook data file folder. During setup, this defaults to a folder called "Cashbook Data" in your "Documents" folder. If for some reason the cashbook data file should not be stored here (e.g. if you have it on a file server), then enter the correct location here.

Click "Next" to continue.

Regional/Country Settings

Regional settings allows you to setup the cashbook to work for your region. It is important that this screen is setup correctly before using Cashbook Complete. If it is not setup correctly, then things such as sales tax may not work as they should.

This Software Will be Configured to Work For

The software will try and detect your correct location based on your regional settings in Windows. If the country is incorrect, then it is strongly recommended that you exit the Cashbook and change the "Regional and Language Options" in the Windows "Control Panel" to the correct language/location before continuing.

Dates Will be Shown in the Following Format

Here you can view your date format and make sure it is correct. If it doesn't look correct for your country, then it is strongly recommended that you exit the Cashbook and change the "Regional and Language Options" in the Windows "Control Panel" to the correct settings for your country before continuing.

Click "Next" to continue.

General Setup

Organisation's Name

By default, this value will match the company/organisation name entered earlier. You can change it if you need to.

Financial Year End Date

Enter your financial year end date. This date will be used to remind you to do your year end reports.

Customization

Most companies would set "Customization" to "Standard". If you want to display a "Quantity" column in the cashbook, then select "Farming". The "Advanced" button (with the 3 dots) lets you set some extra properties for display settings.

Initial Screen

This is the screen displayed when the software starts. It can be set to either "None" (so that you will only see the toolbar and menus), "Main Screen" (showing the main menu screen) or "Cashbook" (if you mainly use the cashbook).

Data File Folder

The Data File Folder is the location where your cashbook data files and related materials (e.g. automated backups, quotes, etc.) reside. By default, the data file folder is set to your "Documents\Cashbook Data" folder.

Backup Folder

Enter the folder in which you want your backups to occur.

Your Email Address

Enter an email address that will be used for support.

Your Banks Web Site

Enter the web site address of your bank. A link to this will be displayed on the "Import Bank Statement" screen to help you go directly to their web site.

Click "Next" to continue.

Select Modules / Features

This screen lets you select the level of functionality that you require.

Edition

Cashbook Home is similar to MS Money or Quicken, and is only for home users who do not need VAT/GST/TAX to be calculated. It is an excellent tool for doing your home budgets. Cashbook Lite can do VAT/GST/TAX Returns, and also includes the Contact Manager and Report Writer. Cashbook Complete includes all those things plus Invoices, Statements, Quotes, Projects, Timesheets & Expenses, and Security.

Security

This allows a logon with a password and different privileges for different users. This is only available to registered users with "Cashbook Complete".

Report Writer

This gives you the power to create your own reports, ad hoc queries, etc. and lets you export data to other programs. This is only available to registered users.

Sales Tax Setup

This screen deals with the issue of VAT/GST/TAX.

Sales Tax Type

From the "Sales Tax Type" dropdown menu, select the name of the tax you intend to use. If you can't find the name you wish to use on the list, then select "Other". If you are not intending to use any sales tax then select "None".

Sales Tax Name

This is the name of the sales tax for your region. It is the name used throughout Cashbook Complete. It defaults to the correct name for your region, but can be changed if necessary.

Default VAT/GST/TAX Rate

This will be used as the default rate for invoicing and cashbook categories which have VAT/GST/TAX. This is initially set to the default rate for your region, but can be changed if needed.

VAT/GST/TAX Number

If you have a VAT/GST/TAX registered number for your region, then enter your VAT/GST/TAX number here.

Price Lists Include VAT/GST/TAX

If you typically sell to other companies then your prices would normally exclude VAT/GST/TAX (ie. select "No"). But if you typically sell to the general public then your prices would normally include VAT/GST/TAX (ie. select "Yes").

GST Return Type (New Zealand Only)

This lets you select the GST method you have chosen with the IRD. It is recommended to use "Payments Basis" (Cash Basis) because it is the easiest and by far the most common method for small businesses.

Click "Next" to continue.

Importing Data

Import Contacts: To import existing client information, click on the "Import Contacts" button. For help on importing contacts, please see the "Contact" chapter.

Import Cashbook: To import transactional data from another program, simply click on the "Import Cashbook" button. For more information on how to import a cashbook, see the "Cashbook" chapter.

Click "Next" to continue.

Cashbook Bank Accounts

In the "Cashbook Bank Accounts" screen, you can setup different bank accounts (e.g. Savings, Cheqeue, etc.) for your organisation.

All bank accounts setup here must belong to the same organisation. If you want to set up bank accounts for a different organisation, then you should start a new Cashbook file for the other entity. This is done by selecting "New Cashbook" from the "File" menu.

Enter the opening balance for each bank account in the "Opening Balance" box. The opening balance should be accurate as at the date you will start entering data into the Cashbook.

Tick the "D" (Default) box next to the bank account that you'll be working with the most. This will be the account that the Cashbook shows by default.

Click "Next" to continue.

Cashbook Categories

Here you can add, delete or modify the cashbook categories to suit your business. It is important to set up the categories in such a manner that they give you useful reports.

There are three types of categories: Income Categories, Expense Categories and Balance Sheet Categories. If you put a category into the "Balance Sheet Category" section when it should be in the "Expense Category" section, or vice versa, then you can always move it later. A lot of cashbooks do not have a balance sheet section, so you could simply put everything under either the "Income Category" or "Expense Category" sections. The cashbook would still calculate the VAT/GST/TAX correctly.

Some accountants may request that you use specific codes for each category so that they can simplify the preparation of the year end accounts. To do that, simply prefix each category with the corresponding code (e.g. 470 Telephone).

You can add new categories to the bottom of the list (they will be automatically sorted into order later).
You can delete an existing category by right-clicking on it and choosing "Delete Selected Line".
You can rename an existing category by simply typing over it.

Balance Sheet Categories

Income and Expenses are easy to understand, but balance sheet items are a bit harder. Balance sheet items are those items where although there is a transaction of some nature, it does not directly affect your cash profit. For example:-

  1. Transfer   If you transfer money from one bank account to another, that does not affect your cash profit.
  2. 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.
  3. 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.
  4. Tax Paid to the Tax Department   You will have been collecting VAT/GST/TAX on behalf of your country/state. The VAT/GST/TAX payments you make to them are therefore not an expense.

Once you have setup the categories, click "Next" to continue.

Invoicing / Statement Setup

This screen enables you to setup the invoicing and statements module.

Default VAT/GST/TAX Rate

This will be used as the default for Invoicing. Note: The invoicing VAT/GST/TAX rate is the same as the VAT/GST/TAX rate found in the "Sales Tax Setup" screen.

Invoice Header

Type in the header you would like to use for your invoices (e.g. "Tax Invoice").

User Defined Field Name

The "User Defined Field Name" gives the invoicing in Cashbook Complete some flexibility. By default, it shows as "Work Done For" but you can set it to "Serial Number", "Installation Address", or anything applicable to your business.

VAT/GST/TAX Number

If you are VAT/GST/TAX registered then enter your VAT/GST/TAX number here. This item's name can alo be changed by clicking on the button with the '3 dots'.

Invoice Terms - Formula

This is used in the statements to calculate when an invoice is due. If an invoice is overdue, then an appropriate message is displayed on the statement.

Invoice Terms - Text

This text is printed at the bottom of each invoice. Note: These terms can be changed on an individual invoice basis when working on an invoice.

Next Invoice Number

This is the Invoice Number that will be assigned to the next invoice. This counter is automatically incremented every time you generate a new invoice.

Display VAT/GST/TAX Number on Invoice

If you would like to have your VAT/GST/TAX number appear on your invoices, select "Yes", otherwise select "No".

Print Payment Slip on Invoice

Select "Yes" to print a payment slip on invoices.

Print Payment Slip on Statement

Select "Yes" to print a payment slip on statements.

Display Payments made on Statement

Selecting "Yes" will print the payments made so far for each Invoice.

Email Setup

Click this button if you are planning to email your invoices/statements/quotes to clients. For more information on how to setup your email, please click on the "Help" button.

Invoice Column Options

Click this button to change the default configuration of the columns for new invoices. You can toggle various items such as "Discounts", "Cost Price", and "Product Codes". The best time to set this up is when you are in an invoice (by clicking the "Options" button on the toolbar), so that you can see the effect of a selection.

Footer Text

Invoices, statements, quotes, and packing slips can have text at the bottom for special promotions, legal fine print, etc.

Click "Next" to continue.

Setup Letterhead - Part 1

Cashbook Complete allows you to print out invoices with your organisations letterhead displayed. This is the first part of setting up your letterhead, and requires you to simply enter your contact details.

Organisations Name

By default, this value will match the company/organisation name entered earlier. If you decide to change it, then you can do so.

Contact Details

Enter the contact details that you want to appear on your letterhead.

Click "Next" to continue.

Setup Letterhead - Part 2

This screen is split into two parts. The bottom half of the screen allows you to modify the design, whilst the top half gives you a preview of your letterhead. To see how this screen works, it is recommended that you modify the values to see what each one does. Click on "Help" for more details on setting up your letterhead.

When you are finished, click "Next" to continue.

Tip! If you're adding your company logo to the letterhead, you need to copy and paste your logo from Microsoft Paint into Cashbook and the image must be a bitmap (.bmp) image only (otherwise you may encounter problems). If you're stuck, click the "Help" button on the "Letterhead Setup" screen to find out more.

Setup Time & Cost

Invoices are often generated from Timesheets & Expenses

Cashbook Complete allows you to generate invoices directly from your timesheets and expenses. Selecting "Yes" or "No" sets the default value of the invoice column in the timesheets and expenses data entry screen.

Default User

The default user for entering Timesheets and Expenses. This is only displayed if "Security" is turned off.

Full Name

Enter the employees first and last name.

User Name

This is the user name that will be used to access Cashbook Complete if/when "Security" is turned on.

Password

This is the password that will be used to access Cashbook Complete. This is only displayed if "Security" is turned on.

Cost Rate

Wages per hour plus about 20% to allow for things like holidays and overheads.

Charge Rate

Normal hourly charge out rate.

Click "Next" to continue.

Setup Security

This screen is only displayed if you select "Security" in the "Select Modules / Features" screen and only applies to "Complete" registered users.

With Cashbook Complete you can restrict access to certain features for different users. In this screen, please set up at least two users who will have full access to all the features, and store the user names and passwords safely.

It is possible to lock yourself out of the system if you forget your user name or password, or if you do not give yourself the privileges to modify your own privileges so always keep your user names and passwords safe!

You can set the privileges up in more detail by selecting "Employees / Security Setup" under the "Time and Cost" menu at the very top of the screen.

Click "Next" to continue.

Setup Complete

This is the final screen in the setup wizard. It is recommended that you learn what each button displayed does.

Click "Finish" when you are done.

1.7 How to Move Around

Parts Of A Screen

Status Bar

The status bar is at the very bottom of the screen. It provides a description or hint about the action you're performing and will sometimes suggest what to do next.

Toolbars

The main toolbar always appears near the top of the screen. It allows quick access to these common features (depending on the editing you're using): Cashbook, Budgets, Contacts, Invoicing, Projects, Timesheets, Reports, Calculator, Undo and Help.

Some screens have their own special toolbar at the top. The example above shows the Contacts screen which has its own toolbar with buttons specific to that screen.

Deleting a Line

There are three ways to delete a line. The easiest way is to right-click with your mouse and select "Delete Line" (or "Delete Selected Line"). The second way is to select "Delete Line" from the "Edit" menu at the very top of the screen. The third way of deleting a line is by clicking on the grey box to the lefthand side of the line you want to delete (as shown in the example below). When it is highlighted, press the "Delete" key on your keyboard.

Main Screen

The main screen is divided into two parts. The lefthand side (the blue/purple section) displays the Main Menu with the six main modules, and the righthand side displays the sub-menu for each of those modules. To display the sub-menu for each module, simply move the mouse over the main menu items and the righthand panel will automatically update to the relevant sub-menu items. You'll notice that all menu items will highlight when you move the mouse over them. To activate the required function, simply click the item using your mouse. Clicking on a main menu item will take you directly to the associated screen (e.g. clicking on "Invoicing" will take you to the "Lookup Invoices" screen, whereas hovering over "Invoicing" will display the sub-menu items for invoicing).

A few buttons (such as "Sales Graph") will immediately show you the needed information. However, it is more likely a lookup form will appear asking which record you would like to see. For example, if the "Contacts" button is clicked, the "Find Company/Person" screen (shown below) will load, allowing you to select which contact to display.

To open a record, you simply left click on it to select it (in the example above "Colonial Cottages Ltd" is selected), and then click "Lookup". The quickest way to open a record is to double click it.

Once the record has been selected, the information relating to that record will be displayed. Information is typed inside text boxes. Each text box contains a field of information. When you move the mouse pointer over a text box, the pointer changes to a vertical bar. Click when the vertical bar appears and a flashing cursor will appear inside the box, allowing you to begin typing. When you have finished typing the entry, you can press the "Tab" or "Enter" key on your keyboard (which will automatically move to the next field). You could also simply move the mouse and click on something else.

The top header part of the screen has important buttons (not all are present on every form).

The standard buttons are:

Delete - The current record will be deleted if possible.
Add - A new blank form will appear allowing a new record to be added.
Lookup - A record selection screen will be displayed to let you select or search for another record.
Print Preview - Displays on the screen everything that will appear on the printed page.
Print - Prints the information.
Export - Export or email the document as a PDF. This only appears when you do a Print Preview (in Version 6 or newer).
Help - Displays the help explaining how to use the screen you are on.
Exit - Closes the current screen and goes back to the main screen.