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diff --git a/doc/en/details-accounts.docbook b/doc/en/details-accounts.docbook new file mode 100644 index 0000000..a03811c --- /dev/null +++ b/doc/en/details-accounts.docbook @@ -0,0 +1,727 @@ +<?xml version="1.0" encoding="UTF-8"?> +<chapter id="details.accounts"> +<chapterinfo> + <authorgroup> + <author> + <firstname>Michael</firstname> + <othername>T.</othername> + <surname>Edwardes</surname> + <affiliation> + <address><email>mte@users.sourceforge.net</email></address> + </affiliation> + </author> + <author> + <firstname>Roger</firstname> + <surname>Lum</surname> + <affiliation> + <address><email>rogerlum@gmail.com</email></address> + </affiliation> + </author> + </authorgroup> + <date>2009-08-10</date> + <releaseinfo>1.0</releaseinfo> +</chapterinfo> + +<title id="details.accounts.title">Accounts</title> + +<sect1 id="details.accounts.view"> +<title>The Accounts View</title> + +<para> + The Accounts View provides a summary of all the accounts. There are four + different account categories: Asset, Liability, Income, and Expense. Typical + asset accounts include bank accounts, cash, and investments, while typical + liability accounts include credit cards and loans. +</para> + +<para> + There are two ways to view the accounts: List or Icon view, which may be + selected by clicking on the appropriate tab at the top of the view. +</para> + +<para> + In the List view, the accounts are grouped under four headings: Asset, + Liability, Income, and Expense. List view shows the name and balance or value + of each account. Income and Expense list the categories that each transaction + is filed under, and provide similar functionality to the Categories + screen. The options and features involving Income and Expense accounts are + described in detail in the <link + linkend="details.categories">Categories</link> chapter. The rest of this + chapter will focus on Asset and Liability account functionality. +</para> + +<para> + In the Icon view, the Asset and Liability accounts are shown with icons + indicating the account type. &kappname; initially places the icons + alphabetically, but you can move the icons to any position you want, just by + dragging the icon with the mouse. Note, however, that just moving an icon + does not currently trigger &kappname; to think that any data has been changed. + This means that you need to make some other change, such as editing an account + or a transaction and saying OK (even without actually changing any data) so + &kappname; allows you to save the file. The saved file will include the new + icon positions. +</para> +</sect1> + +<sect1 id="details.accounts.create"> +<title>Creating an Account</title> + +<para> + <emphasis> + NOTE: You must have a file open before you can create a new account. If you + do not have an existing file, you will need to create a <link + linkend="firsttime-3">new file</link>. + </emphasis> +</para> + +<para> + To create a new account, you can either select + <menuchoice><guimenu>Account</guimenu><guimenuitem>New + account...</guimenuitem></menuchoice> from the menu or choose the + <guiicon><inlinemediaobject><imageobject><imagedata fileref="newacct.png" + format="PNG"/></imageobject><textobject> + <phrase>New</phrase></textobject></inlinemediaobject></guiicon> icon from the + toolbar. +</para> + +<para> + Alternatively, to create an account using the accounts view, click on the + Accounts icon in the view selector and then right click on the Asset tree icon + in the right hand view and select <guimenuitem>New account...</guimenuitem> + from the popup menu. The Asset tree holds all of your accounts that are an + asset. Assets, and all the other account types, are discussed in more detail + later in this manual. +</para> + +<sect2 id="details.accounts.create.institution"> +<title>The Institution (Bank) name</title> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz1.png" format="PNG" /> + </imageobject> + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> + +<para> + The first step involves selecting an institution for the account. If this is + an account for an institution you have already created, you can select the + institution from the dropdown list. If you want to create a new institution, + click on the <guibutton>New Institution</guibutton> button. This will bring + up the New Institution Dialog, as described in the previous section. If this + is not a bank account, or if you do not want to use online banking, you do not + need to specify an institution. +</para> + +<para> + The Account Number and the <acronym><ulink + url="http://en.wikipedia.org/wiki/International_Bank_Account_Number">IBAN + (International Bank Account Number)</ulink></acronym> are not currently used + by &kappname;. These fields may be left blank and filled in at a later time; + they are only required for online banking. +</para> + +<para> + To proceed to the next step click on <guibutton>Next</guibutton>. +</para> +</sect2> + +<sect2 id="details.accounts.create.account"> +<title>Account</title> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz2.png" format="PNG" /> + </imageobject> + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> + +<para> + This page is used to configure the type of account. +</para> + +<para> + First, enter a name for the account. This name will be used to identify it. +</para> + +<para> + Next, select the type of account from one of the types available from the + dropdown list: +</para> + +<variablelist> + <varlistentry> + <term>Checking</term> + <listitem> + <para> + A normal checking account, the type you get with any bank or credit union. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Savings</term> + <listitem> + <para> + A normal savings account, the type you get with any bank or credit union. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Credit Card</term> + <listitem> + <para> + An account to represent your credit card. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Cash</term> + <listitem> + <para> + A general purpose account, typically used for accounts not held at a + bank, such as the cash in your wallet. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Loan</term> + <listitem> + <para> + An account to manage a loan for money either borrowed or lent. With a + Loan account &kappname; automatically calculates interest payments to + help you track the remaining principal on the loan. Loans with no + interest might use the plain Asset or Liability type below, depending on + whether the money is lent or borrowed. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Investment</term> + <listitem> + <para> + An account to manage an investment such as stocks or investment funds. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Asset</term> + <listitem> + <para> + An account to manage an asset that does not fit in one of the above types. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Liability</term> + <listitem> + <para> + An account to manage a liability such as money you borrowed or a future + expense. If interest needs to be calculated, you might be better using + the Loan type above. + </para> + </listitem> + </varlistentry> +</variablelist> + +<para> + Select the currency to be used for the account from the dropdown list. +</para> + +<para> + Enter the date the account was opened or select it from the calendar using the + icon to the right. +</para> + +<para> + Enter the opening balance for the account. If this is an existing bank account + this information can be found on your statement. If it is a new account, the + opening balance can be left at zero. +</para> + +<para> + Selecting the <emphasis>Preferred Account</emphasis> check box will allow + preferred access in some dialogs and views of &kappname;. +</para> + +<para> + To proceed to the next step click on Next. +</para> +</sect2> + +<sect2> +<title>Credit Card Accounts</title> + +<para> + When creating a Credit Card account, you can optionally have &kappname; create + a <link linkend="details.schedules">scheduled transaction</link> for you. +</para> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz6.png" format="PNG" /> + </imageobject> + + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> + +<para> + If you want such a transaction generated, make sure the tick box is checked + and enter the required information. +</para> + +<para> + Click on <guibutton>Next</guibutton> to continue. +</para> +</sect2> + +<sect2> +<title>Investment Accounts</title> + +<para> + For Investment accounts, you have the option to create an associated Brokerage + account. For more information see <link + linkend="details.investments">Investments</link> +</para> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz7.png" format="PNG" /> + </imageobject> + + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> +</sect2> + +<sect2> +<title>Loan Accounts</title> + +<para> + Loan accounts are special accounts used to help you manage Loans with interest + and scheduled repayments. By providing &kappname; with information about the + loan, &kappname; can help you track interest payments and the remaining + principal of the loan. +</para> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz8.1.png" format="PNG" /> + </imageobject> + + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> + +<para> + On the Details page you enter the general information about the loan. +</para> + +<para> + First, select whether you are borrowing or lending money. If you are + borrowing money the loan will be listed in Accounts under Liabilities. If you + are lending money the loan will be listed under Assets. +</para> + +<para> + Next, select the payee or payer of the loan. As always, if the name doesn't + yet exist in the Payees list, enter it here and &kappname; will create it for + you. +</para> + +<para> + The next three items are for handling Loans on which you've already made + payments. If you select Yes in the "Have you made/received any payments yet?" + item you can then select whether you want to record all payments or just those + from the beginning of the current year. If you want to record from the + beginning of the current year, you are than asked to input the current + balance. +</para> + +<para> + Then, select how often payments will be made and how often interest is + compounded. Compounding is where the interest is added to the amount owed on + the loan so that when the interest is next calculated there will be more + interest paid on the interest. It's common for interest to be compounded at + the same frequency that payments are made. +</para> + +<para>Next, enter the date the first recorded payment will be made. +</para> + +<para> + Finally, enter information about how the interest rate varies. If the loan is + fixed-rate there is nothing to do. If the rate varies, select Variable in + "Type of interest rate" and then enter the interval between interest rate + changes and the date the first change of interest rate is due: &kappname; will + ask you to update the interest rate when that date arrives. +</para> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz8.2.png" format="PNG" /> + </imageobject> + + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> + +<para> + The Payments page is where you enter the payment and interest values for the + loan. +</para> + +<para> + First, select whether the interest rate is calculated when the payment is + received or when it becomes due. If you don't know, leave it on the default + value. +</para> + +<para> + Next, enter the following values: +</para> + +<variablelist> + <varlistentry> + <term>Loan amount</term> + <listitem> + <para> The amount of the loan.</para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Interest rate</term> + <listitem> + <para>The annual percentage interest rate of the loan.</para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Term</term> + <listitem> + <para> + The length of the loan. Enter a number and select either Months or + Years. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Payment (principal and interest)</term> + <listitem> + <para> + The amount paid for each loan payment. This is the total of the + principal and interest paid with each payment. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Balloon payment</term> + <listitem> + <para> + Additional final payment made at the end of the term to pay off the + remaining principal of the loan. For a repayment loan this is often + zero. For an interest-only loan this will be the same as the loan + amount. + </para> + </listitem> + </varlistentry> +</variablelist> + +<para> + Finally, use the <guibutton>Calculate</guibutton> button to check the values + you have entered. You must have entered either all or all but one of the + values listed above. If you omit two or more values the button is disabled + because it is not possible to check that the entered values are consistent: in + that case you will not be able to use the Loan account facility in &kappname; + and will instead have to use a Liability or Asset account to track the loan + manually. +</para> + +<para> + If you omit one value &kappname; will try to calculate it for you. If you + have entered all values &kappname; will check the values are consistent. + &kappname; will not adjust entered values other than the "Balloon payment", + which it may adjust slightly to deal with rounding. If the values are + inconsistent or &kappname; cannot calculate the omitted value &kappname; will + let you know so that you can correct any errors and repeat the calculation. +</para> + +<para> + Once the values are consistent the <guibutton>Next</guibutton> button is + enabled and you can advance to the next page. +</para> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz8.3.png" format="PNG" /> + </imageobject> + + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> + +<para> + The Fees page is where you can enter any fees added to the loan payments. +</para> + +<para> + If there are any fees press the <guibutton>Additional Fees</guibutton> button. + The Transaction Split editor will be displayed for entry of the fees. Any + lines added here will be included in the payment schedule for the loan. When + you save the splits the Fees page will display the principal and interest + payment, the total additional fees and the total periodic payment. +</para> + +<para> + <screenshot> + <mediaobject> + <imageobject> + <imagedata fileref="accwiz8.4.png" format="PNG" /> + </imageobject> + + <textobject> + <phrase>Account Wizard</phrase> + </textobject> + </mediaobject> + </screenshot> +</para> + +<para> + &kappname; will create a <link linkend="details.schedules">scheduled + transaction</link> for your loan. The Schedule page is where you enter the + remaining details needed to create the schedule. +</para> + +<para> + First enter the Category to which loan interest will be assigned. Then enter + the account from which the loan payment will be made. +</para> + +<para> + The page also displays the first payment date for which the Schedule will be + created. +</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> |