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728 lines
22 KiB
728 lines
22 KiB
<?xml version="1.0" encoding="UTF-8"?>
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<chapter id="details.accounts">
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<chapterinfo>
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<authorgroup>
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<author>
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<firstname>Michael</firstname>
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<othername>T.</othername>
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<surname>Edwardes</surname>
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<affiliation>
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<address><email>mte@users.sourceforge.net</email></address>
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</affiliation>
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</author>
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<author>
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<firstname>Roger</firstname>
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<surname>Lum</surname>
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<affiliation>
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<address><email>rogerlum@gmail.com</email></address>
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</affiliation>
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</author>
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</authorgroup>
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<date>2009-08-10</date>
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<releaseinfo>1.0</releaseinfo>
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</chapterinfo>
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<title id="details.accounts.title">Accounts</title>
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<sect1 id="details.accounts.view">
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<title>The Accounts View</title>
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<para>
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The Accounts View provides a summary of all the accounts. There are four
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different account categories: Asset, Liability, Income, and Expense. Typical
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asset accounts include bank accounts, cash, and investments, while typical
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liability accounts include credit cards and loans.
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</para>
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<para>
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There are two ways to view the accounts: List or Icon view, which may be
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selected by clicking on the appropriate tab at the top of the view.
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</para>
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<para>
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In the List view, the accounts are grouped under four headings: Asset,
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Liability, Income, and Expense. List view shows the name and balance or value
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of each account. Income and Expense list the categories that each transaction
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is filed under, and provide similar functionality to the Categories
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screen. The options and features involving Income and Expense accounts are
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described in detail in the <link
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linkend="details.categories">Categories</link> chapter. The rest of this
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chapter will focus on Asset and Liability account functionality.
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</para>
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<para>
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In the Icon view, the Asset and Liability accounts are shown with icons
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indicating the account type. &kappname; initially places the icons
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alphabetically, but you can move the icons to any position you want, just by
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dragging the icon with the mouse. Note, however, that just moving an icon
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does not currently trigger &kappname; to think that any data has been changed.
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This means that you need to make some other change, such as editing an account
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or a transaction and saying OK (even without actually changing any data) so
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&kappname; allows you to save the file. The saved file will include the new
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icon positions.
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</para>
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</sect1>
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<sect1 id="details.accounts.create">
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<title>Creating an Account</title>
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<para>
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<emphasis>
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NOTE: You must have a file open before you can create a new account. If you
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do not have an existing file, you will need to create a <link
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linkend="firsttime-3">new file</link>.
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</emphasis>
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</para>
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<para>
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To create a new account, you can either select
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<menuchoice><guimenu>Account</guimenu><guimenuitem>New
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account...</guimenuitem></menuchoice> from the menu or choose the
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<guiicon><inlinemediaobject><imageobject><imagedata fileref="newacct.png"
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format="PNG"/></imageobject><textobject>
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<phrase>New</phrase></textobject></inlinemediaobject></guiicon> icon from the
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toolbar.
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</para>
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<para>
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Alternatively, to create an account using the accounts view, click on the
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Accounts icon in the view selector and then right click on the Asset tree icon
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in the right hand view and select <guimenuitem>New account...</guimenuitem>
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from the popup menu. The Asset tree holds all of your accounts that are an
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asset. Assets, and all the other account types, are discussed in more detail
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later in this manual.
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</para>
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<sect2 id="details.accounts.create.institution">
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<title>The Institution (Bank) name</title>
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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="accwiz1.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Account Wizard</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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The first step involves selecting an institution for the account. If this is
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an account for an institution you have already created, you can select the
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institution from the dropdown list. If you want to create a new institution,
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click on the <guibutton>New Institution</guibutton> button. This will bring
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up the New Institution Dialog, as described in the previous section. If this
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is not a bank account, or if you do not want to use online banking, you do not
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need to specify an institution.
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</para>
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<para>
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The Account Number and the <acronym><ulink
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url="http://en.wikipedia.org/wiki/International_Bank_Account_Number">IBAN
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(International Bank Account Number)</ulink></acronym> are not currently used
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by &kappname;. These fields may be left blank and filled in at a later time;
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they are only required for online banking.
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</para>
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<para>
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To proceed to the next step click on <guibutton>Next</guibutton>.
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</para>
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</sect2>
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<sect2 id="details.accounts.create.account">
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<title>Account</title>
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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="accwiz2.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Account Wizard</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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This page is used to configure the type of account.
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</para>
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<para>
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First, enter a name for the account. This name will be used to identify it.
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</para>
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<para>
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Next, select the type of account from one of the types available from the
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dropdown list:
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</para>
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<variablelist>
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<varlistentry>
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<term>Checking</term>
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<listitem>
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<para>
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A normal checking account, the type you get with any bank or credit union.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Savings</term>
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<listitem>
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<para>
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A normal savings account, the type you get with any bank or credit union.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Credit Card</term>
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<listitem>
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<para>
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An account to represent your credit card.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Cash</term>
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<listitem>
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<para>
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A general purpose account, typically used for accounts not held at a
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bank, such as the cash in your wallet.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Loan</term>
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<listitem>
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<para>
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An account to manage a loan for money either borrowed or lent. With a
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Loan account &kappname; automatically calculates interest payments to
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help you track the remaining principal on the loan. Loans with no
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interest might use the plain Asset or Liability type below, depending on
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whether the money is lent or borrowed.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Investment</term>
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<listitem>
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<para>
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An account to manage an investment such as stocks or investment funds.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Asset</term>
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<listitem>
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<para>
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An account to manage an asset that does not fit in one of the above types.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Liability</term>
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<listitem>
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<para>
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An account to manage a liability such as money you borrowed or a future
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expense. If interest needs to be calculated, you might be better using
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the Loan type above.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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<para>
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Select the currency to be used for the account from the dropdown list.
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</para>
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<para>
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Enter the date the account was opened or select it from the calendar using the
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icon to the right.
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</para>
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<para>
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Enter the opening balance for the account. If this is an existing bank account
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this information can be found on your statement. If it is a new account, the
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opening balance can be left at zero.
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</para>
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<para>
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Selecting the <emphasis>Preferred Account</emphasis> check box will allow
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preferred access in some dialogs and views of &kappname;.
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</para>
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<para>
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To proceed to the next step click on Next.
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</para>
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</sect2>
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<sect2>
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<title>Credit Card Accounts</title>
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<para>
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When creating a Credit Card account, you can optionally have &kappname; create
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a <link linkend="details.schedules">scheduled transaction</link> for you.
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</para>
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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="accwiz6.png" format="PNG" />
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</imageobject>
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<textobject>
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<phrase>Account Wizard</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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If you want such a transaction generated, make sure the tick box is checked
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and enter the required information.
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</para>
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<para>
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Click on <guibutton>Next</guibutton> to continue.
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</para>
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</sect2>
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<sect2>
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<title>Investment Accounts</title>
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<para>
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For Investment accounts, you have the option to create an associated Brokerage
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account. For more information see <link
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linkend="details.investments">Investments</link>
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</para>
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<para>
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<screenshot>
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<mediaobject>
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|
<imageobject>
|
|
<imagedata fileref="accwiz7.png" format="PNG" />
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|
</imageobject>
|
|
|
|
<textobject>
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|
<phrase>Account Wizard</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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</sect2>
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<sect2>
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<title>Loan Accounts</title>
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<para>
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Loan accounts are special accounts used to help you manage Loans with interest
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and scheduled repayments. By providing &kappname; with information about the
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loan, &kappname; can help you track interest payments and the remaining
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principal of the loan.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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|
<imageobject>
|
|
<imagedata fileref="accwiz8.1.png" format="PNG" />
|
|
</imageobject>
|
|
|
|
<textobject>
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|
<phrase>Account Wizard</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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On the Details page you enter the general information about the loan.
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</para>
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<para>
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First, select whether you are borrowing or lending money. If you are
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borrowing money the loan will be listed in Accounts under Liabilities. If you
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are lending money the loan will be listed under Assets.
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</para>
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<para>
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Next, select the payee or payer of the loan. As always, if the name doesn't
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yet exist in the Payees list, enter it here and &kappname; will create it for
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you.
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</para>
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<para>
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The next three items are for handling Loans on which you've already made
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payments. If you select Yes in the "Have you made/received any payments yet?"
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item you can then select whether you want to record all payments or just those
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from the beginning of the current year. If you want to record from the
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beginning of the current year, you are than asked to input the current
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balance.
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</para>
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<para>
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Then, select how often payments will be made and how often interest is
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compounded. Compounding is where the interest is added to the amount owed on
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the loan so that when the interest is next calculated there will be more
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interest paid on the interest. It's common for interest to be compounded at
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the same frequency that payments are made.
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</para>
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<para>Next, enter the date the first recorded payment will be made.
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</para>
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<para>
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Finally, enter information about how the interest rate varies. If the loan is
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fixed-rate there is nothing to do. If the rate varies, select Variable in
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"Type of interest rate" and then enter the interval between interest rate
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changes and the date the first change of interest rate is due: &kappname; will
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ask you to update the interest rate when that date arrives.
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</para>
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<para>
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<screenshot>
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<mediaobject>
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|
<imageobject>
|
|
<imagedata fileref="accwiz8.2.png" format="PNG" />
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</imageobject>
|
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|
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<textobject>
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|
<phrase>Account Wizard</phrase>
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</textobject>
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</mediaobject>
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</screenshot>
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</para>
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<para>
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The Payments page is where you enter the payment and interest values for the
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loan.
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</para>
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<para>
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First, select whether the interest rate is calculated when the payment is
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received or when it becomes due. If you don't know, leave it on the default
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value.
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</para>
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<para>
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Next, enter the following values:
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</para>
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<variablelist>
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<varlistentry>
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<term>Loan amount</term>
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<listitem>
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<para> The amount of the loan.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Interest rate</term>
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<listitem>
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<para>The annual percentage interest rate of the loan.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Term</term>
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<listitem>
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<para>
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The length of the loan. Enter a number and select either Months or
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Years.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Payment (principal and interest)</term>
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<listitem>
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<para>
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The amount paid for each loan payment. This is the total of the
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principal and interest paid with each payment.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Balloon payment</term>
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<listitem>
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<para>
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Additional final payment made at the end of the term to pay off the
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remaining principal of the loan. For a repayment loan this is often
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zero. For an interest-only loan this will be the same as the loan
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amount.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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<para>
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Finally, use the <guibutton>Calculate</guibutton> button to check the values
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you have entered. You must have entered either all or all but one of the
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values listed above. If you omit two or more values the button is disabled
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because it is not possible to check that the entered values are consistent: in
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that case you will not be able to use the Loan account facility in &kappname;
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and will instead have to use a Liability or Asset account to track the loan
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manually.
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</para>
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<para>
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If you omit one value &kappname; will try to calculate it for you. If you
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have entered all values &kappname; will check the values are consistent.
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&kappname; will not adjust entered values other than the "Balloon payment",
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which it may adjust slightly to deal with rounding. If the values are
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inconsistent or &kappname; cannot calculate the omitted value &kappname; will
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let you know so that you can correct any errors and repeat the calculation.
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</para>
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<para>
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Once the values are consistent the <guibutton>Next</guibutton> button is
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|
enabled and you can advance to the next page.
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|
</para>
|
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|
|
<para>
|
|
<screenshot>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="accwiz8.3.png" format="PNG" />
|
|
</imageobject>
|
|
|
|
<textobject>
|
|
<phrase>Account Wizard</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
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|
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<para>
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The Fees page is where you can enter any fees added to the loan payments.
|
|
</para>
|
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|
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<para>
|
|
If there are any fees press the <guibutton>Additional Fees</guibutton> button.
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|
The Transaction Split editor will be displayed for entry of the fees. Any
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|
lines added here will be included in the payment schedule for the loan. When
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|
you save the splits the Fees page will display the principal and interest
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payment, the total additional fees and the total periodic payment.
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|
</para>
|
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|
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<para>
|
|
<screenshot>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="accwiz8.4.png" format="PNG" />
|
|
</imageobject>
|
|
|
|
<textobject>
|
|
<phrase>Account Wizard</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
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<para>
|
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&kappname; will create a <link linkend="details.schedules">scheduled
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|
transaction</link> for your loan. The Schedule page is where you enter the
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remaining details needed to create the schedule.
|
|
</para>
|
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<para>
|
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First enter the Category to which loan interest will be assigned. Then enter
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the account from which the loan payment will be made.
|
|
</para>
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<para>
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|
The page also displays the first payment date for which the Schedule will be
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created.
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</para>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="accwiz8.5.png" format="PNG" />
|
|
</imageobject>
|
|
|
|
<textobject>
|
|
<phrase>Account Wizard</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
|
<para>
|
|
Optionally, &kappname; can create a transaction representing what was received
|
|
or paid when the loan was created.
|
|
</para>
|
|
|
|
<para>
|
|
If you borrowed or lent cash select the account from which or to which the
|
|
loan amount was paid.
|
|
</para>
|
|
|
|
<para>
|
|
If you borrowed money to purchase a car you can select or create an Asset
|
|
account to help you track the value of the new car.
|
|
</para>
|
|
|
|
<para>
|
|
If you re-financed an existing Loan check the "Refinance existing loan"
|
|
checkbox, select the Loan account and &kappname; will create a transfer
|
|
transaction paying off the existing loan.
|
|
</para>
|
|
|
|
<para>
|
|
If you don't want to create the payout transaction, check the "Do not create
|
|
transaction" checkbox.
|
|
</para>
|
|
</sect2>
|
|
|
|
<sect2 id="details.accounts.create.parent">
|
|
<title>Parent Account</title>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<screeninfo>Parent Account</screeninfo>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="accwiz10.png" format="PNG" />
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>Account Wizard</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
|
<para>
|
|
This is the penultimate step in creating a new account. A tree of accounts is
|
|
displayed. The tree will be of your Asset or Liability accounts, depending on
|
|
the type of account that is being created.
|
|
</para>
|
|
|
|
<para>
|
|
Select the account you wish contain the new account. If you do not select a
|
|
parent account, the new account will be created at the top level.
|
|
</para>
|
|
|
|
<para>
|
|
The Parent Account page is not currently shown for Loans because they cannot
|
|
be created as sub-accounts. Also, Investment accounts cannot contain other
|
|
accounts so they are not shown in the tree.
|
|
</para>
|
|
</sect2>
|
|
|
|
<sect2>
|
|
<title>Review and save the account details</title>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<screeninfo>Review</screeninfo>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="accwiz9.png" format="PNG" />
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>Account Wizard</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
|
|
<para>
|
|
This is the final step in creating a new account. A summary of the information
|
|
entered is displayed. Review it, and if everything is OK press the Finish
|
|
button. Otherwise, either press the <guibutton>Back</guibutton> button to make
|
|
corrections or the Cancel button to abandon creating a new account.
|
|
</para>
|
|
|
|
<para>
|
|
NOTE: The Type and Currency cannot at present be changed after the account is created.
|
|
</para>
|
|
</sect2>
|
|
</sect1>
|
|
|
|
<sect1 id="details.accounts.viewing">
|
|
<title>Opening / viewing accounts</title>
|
|
|
|
<para>
|
|
To open an account in the Ledger view you can either click on the link to the
|
|
account from the Home view, or click on the <guiicon><inlinemediaobject>
|
|
<imageobject> <imagedata fileref="ledgers_view.png" /> </imageobject>
|
|
</inlinemediaobject>Ledgers</guiicon> icon in the view selector and select the
|
|
account in the drop down box at the top of the view. Alternatively, in the
|
|
<guiicon>Account</guiicon> view, either double-click the account entry or
|
|
right click and select <guimenuitem>Open ledger</guimenuitem>.
|
|
</para>
|
|
</sect1>
|
|
|
|
<sect1 id="details.accounts.edit">
|
|
<title id="details.accounts.edit.title">Editing Account Information</title>
|
|
|
|
<para>
|
|
To edit a particular account, right-click that account and choose
|
|
<guimenuitem>Edit account...</guimenuitem>. A details window will pop-up.
|
|
This window allows you to change the name and start date of the account,
|
|
associated banking institution, and the parent account. Changing the parent
|
|
account is also possible in the main Accounts screen, by dragging the account
|
|
and dropping it on a different parent account. In this window, you can also
|
|
create a new banking institution and associate the account with that
|
|
institution.
|
|
</para>
|
|
|
|
<para>
|
|
<screenshot>
|
|
<screeninfo>Edit an account</screeninfo>
|
|
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="account_edit.png" format="PNG" />
|
|
</imageobject>
|
|
|
|
<textobject>
|
|
<phrase>Edit account information</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</para>
|
|
</sect1>
|
|
|
|
<sect1 id="details.accounts.delete">
|
|
<title>Deleting accounts</title>
|
|
|
|
<para>
|
|
To delete an account, first remove all the transactions from that account in
|
|
the ledger. Next, find the account in the accounts view and after right
|
|
clicking on the entry to show the popup menu select <guimenuitem>Delete
|
|
account...</guimenuitem> from the popup menu.
|
|
</para>
|
|
|
|
<para>
|
|
If you are unable to delete an account which looks like it has no transactions
|
|
in it, check your filter. See <menuchoice> <guimenu>Settings</guimenu>
|
|
<guimenuitem>Configure KMyMoney</guimenuitem>
|
|
<guimenuitem>General</guimenuitem> <guimenuitem>Filter</guimenuitem>
|
|
</menuchoice>. Clear all filters. Set the start date to 1.1.1900 or so.
|
|
</para>
|
|
|
|
<para>
|
|
There may be transactions in your ledger that are not shown, for example, if
|
|
you have inadvertently typed in the wrong year when making an entry so that an
|
|
entry remains outside the opening date of &kappname;. This appears beneath the
|
|
ledger page as remaining funds.
|
|
</para>
|
|
</sect1>
|
|
</chapter>
|