Detail Entries: Records Page
Detail entries (items) are added and maintained on the main Records page.
Records Page Layout
Month and Year
All detail entries are posted against the month and year indicated at the top of the page. You will be positioned to the current month and year (based on the PC's date) when you first enter the program. Use the arrows beside the month and year to navigate to different months. Use the T button (means "Today") to return to the current month and year.
See help topic Automated Payments for all of the information related to this topic.
Income entries are entered and maintained on the lower, left-hand portion of the page.
Expense entries are entered and maintained on the lower, right-hand portion of the page.
You may optionally toggle between an Automated Payments grid and a Recurring Entries grid. Do this on the Tools menu.
Recurring Entries are defined and maintained in Recurring Income and Expenses. Click the button to get there.
If you choose to have the Recurring Entries grid shown on the Records Page, then you may use the button to post the indicated entry. Once an entry has been posted that has been defined as a recurring entry, that it will disappear from the Recurring Entries grid. (That is, as long as it is within 4 days of the scheduled due date.)
Items that appear in red are past due. Items that appear in green are due today. Items that appear in blue are due in the future. The look back and look forward period is controlled in Recurring Income and Expenses.
Adding a New Detail Item
To add a new detail item, press the corresponding Add button located above the income or expense list. A window will pop up that will allow you to specify the information for the entry.
The date for the entry. It will always default to today's date. You may either manually type the date or you may use the corresponding buttons to move the date down and up by one at a time. You may enter dates that are outside of the current month/year.
The category for this entry. Categories may also be defined on the Categories page. See Category Maintenance for more details.
This field may be provided by selecting the category from the pull-down list, or by typing the first letter(s) of the category. Once the category is correct, use the Tab key to move to the next field. (Warning: Categories are case sensitive.)
This field is used to further define the entry under the category specified. Once a description has been provided for a category, it may be automatically selected from the pull-down list. New descriptions are automatically added for the category. (This field may be left blank.)
The amount of the entry. This amount may be negative.
The most recently used categories, descriptions, and accounts will be remembered and displayed on the right. You may simply click on the quick pick item to select it. You may click on the "Category," "Description," or "Account" field title to switch the Quick Pick display list. When a category has been selected, the Quick Pick list will automatically change to show corresponding descriptions. When a description has been selected, the Quick Pick list will automatically change to show accounts. Please note that accounts are linked to the "How Paid?" field. Only those accounts that have been used for the "How Paid?" field will be shown.
Press the OK button (or press Enter) to save the information. If you wish to add another entry, press the OK / Add Another button instead of the OK button.
The predefined account for this entry. Accounts must be defined in Account Master Maintenance before an entry may be posted against it. (Note: If the detail entry has been reconciled and moved to history, this field may not be changed.)
A document link is a link to a file, program, or a website URL. This link will display on the entry's right-click pop-up menu. You may specify document links for a category, a category look-up, and detail entry. Document links may be up to 100 characters long.
Editing a Detail Item
To edit a detail item, click on the entry and press the corresponding Edit button located above the income or expense list. A window will pop up that will allow you to edit the information for the entry.
You may also double click on an entry to edit it.
Deleting a Detail Item
To delete a detail item, click on the entry and press the corresponding Delete button located above the income or expense list. You may select multiple items to be deleted at a time. To do this, use the Shift or Ctrl keys to select the items to be deleted.
Copying a Detail Item
To copy a detail item, click on the entry and press the corresponding Copy button located above the income or expense list.
Either of the income or expense lists may be summarized at any time by pressing the corresponding Sum button located above the income or expense list.
Reversing the Sign on a Detail Item
To reverse the sign on a detail item, click on the entry and press the corresponding Reverse button located above the income or expense list.
The income and expense lists are set up in a way that will allow you to view the entries by any of the columns. Simply click on the column title and the entries will be resorted by that column. Columns may be sorted ascending or descending. By clicking a column title a second time, the sort will reverse.
To search for like items, right click on the entry and select "Search for more like this item" from the pop-up menu.
Going to Website Address
If a look-up has a corresponding website address specified, it will be underlined in the grid. Right-click on the entry and select the address from the pop-up menu to go to the website. Website addresses are specified on the Categories page.
The software allows for multiple companies. Each company is completely self-contained and no data is shared between them. This means that you will need to establish catagories for each company, as well as debt service (if you use it). All reporting is kept separate as well.
At the top, right corner of the screen, there is a company heading box. Intitally, this is blue with white text. Companies are numbered, starting with zero. So, you will see a "(0)" at the end of the company name for the initial company.
Clicking on the company heading box will display the Company Maintenance window. Companies may be added and deleted using the large plus and minus signs above the grid. Company zero may not be deleted. When you delete a company, all records and categories for that company will be destroyed.
(Note: When adding a new company, you will be asked if you want to copy the categories and descriptions from the current company that is selected in the grid. This does not copy any detail records; it just copies the categories and descriptions that have been established.)
Change the name of the company by clicking on it in the grid and then changing the name at the bottom of the window in the "Name" field. Click OK or move to a different company to complete the change.
Changing from one company to another may be accomplished by double-clicking on the company in the grid, or by single-clicking on the company in the grid and clicking OK.
The name and address fields, along with the logo file, are used in the invoicing module. The logo used for invoicing must be a bitmap file (bmp), and should be a square bitmap in order to appear best on the invoices.
Exporting Company Data
A company's data may be exported to a password-protected ZIP file. You would do this when you either want to take a quick backup of a company, or if you want to transfer a company from one installation of the software to another.
To export, click on the company to be exported in the grid. Then, click the Export button. You will be asked for the name of the resulting ZIP file. By default, it will select "MoIE_Co_Export.zip". You may change this to whatever you would like...and whatever file folder you would like to save it in as well. Click the Save button to complete the export. Messages will appear at the bottom of the window to convey the export progress. Another message will appear at then end of the export.
The resulting ZIP file is password protected with a strong encryption password. This makes the ZIP file safe to be emailed to another person using this software.
NOTE: Exporting a company does NOT export the saved PDF invoices in the invoice history. Contact Support if you need these files.
Importing Company Data
Company data may be imported from another installation of this software. You must be on the exact same version of the software in order to import the company data.
Importing will completely replace all data for the company you specifiy in the grid. Be very careful! The company to which the data will be imported must already exist.
To begin the import, it is highly recommended to back up your data (just in case). (You may need to exit the software, back it up, and then get back in.) Select the company in the grid to be replaced. Again, all data records in the selected company will be deleted and replaced with what you are importing. Then, click the Import button. You will immediately be warned that you are about to replace all company data for the company selected. You must click Yes to continue.
An open dialog will be displayed. Please locate the company export file that you wish to import. Click the file name and then click Open. A confirmation will be displayed. It will tell you the name of the company that is in the export file, and the name of the company that you are replacing. You must click Yes to continue.
Messages will appear at the bottom of the window to convey the import progress. Another message will appear at the end of the import.
The company name itself will not be changed. However, all other related data will be replaced.
NOTE: Importing a company does NOT import the saved PDF invoices in the invoice history. Contact Support if you need these files.