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Starting the program
On the Main Menu, click the
Transactions tab then click Transaction Analyser - BS408
Screenshot
In this section:
About the Program
This is the main reporting
program in the Bank Genie system.
The program allows you to analyse your data with great flexibility.
You can produce detailed and summarised listings based
on selectable parameters.
Having isolated a set of data to your specifications, you can produce hard copy reports or output to data files in other file
formats.
You can also create Stored Reports - making it easy to run similar reports at a later date.
Using the Program
The Transaction Analyser program (BS408) has two tabs, Transactions for this Selection and Selection Screen.
When you start the program, the Transactions for this Selection tab is selected and all transactions which you
have entered (using BS421) for the current year are listed
The
data shown by the program
The Transaction Analyser program displays individual elements of transactions.
Thus if a transaction has been created
with three elements, each element will be listed individually.
This is necessary to allow analysis by Category and/or Tab, since in the example, each element
may have a different Category or Tab.
Note: In contrast, the program Manage Transactions - BS421
displays transaction summary
Controls on the Selection Screen tab
When you click on this tab, you can use the controls to manipulate the display of transactions in a number of ways
- Date Range and Date Range buttons
Use the two date pickers to change the From
Date and To Date
Click on one of the Quick Date Navigation buttons.
There are 12 Quick Date Navigation buttons which you can configure to your exact
requirements.
Tax Year buttons (the <TYR and TYR> buttons)
Financial Year buttons (the <YR and YR> buttons)
Financial Quarter buttons (the <Q and Q> buttons)
Month buttons (the <Mo and Mo> buttons)
Pay period buttons (the <P and P> buttons)
Equal increment buttons (the < and > buttons)
- Bank Groups
Click the Selection Screen tab
Notice the popup on the top
left.
This pop-up is filled with Bank Groups which are specified using the program Bank Groups - BS415.
Bank Groups are
optional.
When you click on this popup and select a Bank Group, the Bank Selection list will display ONLY the banks in that Bank Group.
The main purpose
of creating Bank Groups is to make it very quick and easy to analyse your transactions here in BS408.
- Bank selection list
Click the Selection Screen tab
Notice the list on the left with
the title Bank Selection List
Select All Banks, Bank Groups, One Bank or any random selection of Bank
Accounts (i.e. you can multi-select Bank Accounts).
You can add new Bank Accounts using the program My Bank Accounts - BS403
Double-click
on a line to select a Bank Account for analysis.
The Bank Account then appears in the Banks Selected
list, and three stars (***) appear at the end of the line to signify that the Bank Account is selected.
Double-click on the line to De-select, in a toggle action.
Click on the
GO button when you are ready to analyse transactions for your selection.
- Category Groups
Click the Selection Screen tab
Notice the popup on the top
right.
This pop-up is filled with Category Groups which are specified using the program Category Groups - BS416
Category
Groups are optional
When you click on this popup and select a Category Group, the Categories List
will display ONLY the Categories in that Category Group.
- Categories List
Click the Selection Screen tab
The Categories List
contains the Categories you defined (or can define) using program My Categories - BS420
Double-click on a line to select a Category for analysis.
The Category appears in the
Categories Selected
list, and three stars (***) appear at the beginning of the line to signify that the Category is selected.
Double-click on the line to De-select, in a toggle action.
Click on the
GO button when you are ready to analyse transactions for your selection.
- Tags
Click the Selection Screen tab
Notice the list box on the lower right with the
title Tags Selected.
This control will list the tags you define in the program Manage Transactions-BS421
Double click to
select a Tag.
Selected Tags move to the top of the list.
Double click to deselect a Tag.
Click on the GO button when you are ready to analyse transactions for your selection.
- The Include and Exclude radio buttons
These buttons relate to the codes already selected and displayed in the
Categories Selected
list
The default setting is Include
First, select one or more Categories to
analyse.
Leave the setting at Include
to analyse all transactions which have been linked to the selected Categories.
Change the setting to Exclude
to omit transactions which have been linked to the selected Categories in your results.
Example 1
The
most common application of the Exclude
button is to exclude transactions which have been coded to TRANSFER since they are not true expenditure.
Editing and deleting transactions
Double Click on a
line to edit a transaction.
The transaction is displayed in the familiar Screen BS421S03. You can change any aspect of the transaction. You can also Delete the
transaction if necessary.
If activated, Security and Date protected account settings apply when editing or deleting.
Cheque Dates / Bank Dates Radio button
These
buttons relate to the To and From dates
Best explained by example
You have a cheque, written on 31st Dec 2005 (This is the Cheque date)
In your
Bank Statement, the cheque showed up as 2nd Jan 2006 (This is the Bank Date)
If you
a) key in a From date= 1st Jan 2006 and a To Date= 5th Jan 2006
and
b) click the "Cheque dates" radio button:
Result: The above cheque will NOT show up in the listing.
If you
a) keep the dates at the
same settings
and
b) click the "Bank dates" radio button:
Result: The above cheque WILL show up in the listing.
Thus, you will get a
different total when you change the radio button settings.
The Net worth program uses Bank Dates in its calculations. If you use that program, it is important
to keep your Bank Dates accurate.
The layout in this display now shows both Cheque Date and Bank date to help you do that.
You can double click on
transactions and make corrections in this program, making it quite easy to correct any date errors, and to make corrections to Categories.
The Date Columns popup
This feature applies if you have enabled the I need to use both Transaction Dates and Bank Dates
in preferences. The options are:-
- Cheque date only
The date column will have the caption CheqDate.
Transaction Cheques dates will be shown in the list
- Bank date only
The date column will have the caption BankDate.
Bank dates will be shown in the list
- Both
Two date columns will be displayed in the listing, CheqDate and BankDate.
You may need
to stretch your screen wider to see the last column in this listing.
The last column is Invoice No. If you cant stretch your screen wise enough, click the
Font button and choose a smaller Font size for this screen.
The Trans.Type popup
Using this popup you can display:
- All - the default - show all transactions
- Debits only
- Credits only
Reports
Click on the Reports popup at the bottom right of the screen to reveal the options.
Referring to this screenshot
This popup allows you to select options to manipulate the order and content of the data
displayed by the Transaction Analyser.
The important thing to note that you can then produce a WHYSIWYG report to printer or output to Excel or txt files. See
the Printing section and the Output to File section
Once you have used the controls on the Selection Screen to select your Banks, Categories and Tags, and the controls at the bottom of the screen to select a date range, you can analyse the data which fits your selection criteria in a number of useful formats.
Referring to this screenshot - by making a selection using the Reports
popup you can:-
- select from options which give various detailed listings of transactions
- select from options which give various summarised listings of transactions
These summarised listings are useful for producing Year end reports.
The Font Button
The Font button is located bottom right of the initial screen BS408S01
You can use the Font
button allows you to override the general Font and Font size set in Preferences. This screen (BS408S01) has many columns. If you have picked a large font in Preferences, you may not be able to see all the the columns.
The column on the extreme right has the caption Invc/Order and displays Invoice No. or Order No. details for transactions when I need to link transactions to Invoices is enabled in Preferences (Bank Genie Pro only)
If you cant see that column, click the Font button and choose a smaller font for this screen ONLY.
Screen BS100S05 will appear. These screenshots explain what to do.
Screenshot BS100S05-1 and Screenshot BS100S05-2
The Print Button
The
Print button is located bottom right of the initial screen BS408S01
When you click the Print button, a Shortcut Menu appears.
Referring to this screenshot, the options are:-
- LARGE PRINT
To help anyone who is visually impaired, some reports have been designed
with large font size.
- Print Preview
This option allows you to preview the report on screen.
The preview
screen has a number of useful features.
A Zoom control allows you to enlarge the font size and scroll over the data. Again, this is a good option for anyone
who is visually impaired.
A Print button is available when in Preview mode, allowing you to proceed if you are happy with the preview.
- Print
Produce a hard copy report
Reports are not exactly the same as the display, as a) reports have a header which summarises your selection criteria and b) the columns are formatted slightly
differently for printing.
The other options will present a printer preferences screen to allow you to choose a Printer and /or set the other normal printing
options (paper size, paper tray, number of copies etc).
The Search Button
Screen BS408S06 will appear when this button is clicked.
The Save Button
A shortcut menu appears with options to allow you to:-
- Export as Excel file
When you click this option a Windows dialog box
appears.
Select a folder to a) give the txt file a name (you can use the default name which appears if you wish) and b) to select a folder to receive the
Excel file
Two types of Excel file are produced to allow the exported data to be edited in old and newer versions of Excel respectively.
- Export as txt file
When you click this option a Windows dialog box
appears.
Select a folder to a) give the txt file a name (you can use the default name which appears if you wish) and b) to select a folder to receive the
txt file
The text file format is NOT the same format as a printed report.
White space is removed and fields are tab delimited.
This is to allow you to
easily use the exported data in another editing program.
- Save updates to Stored Report
This option is enabled only when you have executed an
existing Stored Report
Read the section below on Stored Reports
- Save as new Stored Report
Read the section below on Stored Reports
- Retrieve Stored Reports
This option allows you to run a report you have Stored
previously
Read the section below on Stored Reports
Options available when you right click on any transaction in the list
RIGHT-CLICK on any transaction in the listing.
A shortcut menu appears with options to allow you to:-
- Edit
This allows you to edit the selected transaction.
The edit screens which appear
are exactly the same screens as used in the
program - Manage Transactions-BS421
- Delete
Bank Genie issues a message Click the Delete button in the next screen
The edit screen which appears is exactly the same screens as used in the
program - Manage Transactions-BS421
- View memo
In Bank Genie Pro, this automatically bypasses the edit
transactin screen BS421S03 and opens the screen BS421S11 - the screen with the memo field.
You can edit the Memo text as required.
- Analyse selected Category
Screen BS408S02 appears when you
click this option.
In this sub screen, you can manipulate the data within the Category.
You cannot change the date range in this screen. The data is a
subset of the data extracted in the initial screen.
- Export as Excel file
See Export as Excel above
- Export as txt file
See Export as txt file above
- Recent transactions
This screenshot and this screenshot show what you can do when you right click on a transaction and select Recent Transactions
- Save updates to Stored Report
Screen BS408S05 will appear when this option is clicked
This option is enabled only when you have executed an existing Stored Report
Use this to change the settings of the last Stored Report executed e.g. you may have changed the Date settings.
Read the section below on Stored Reports
- Save as new Stored Report
Screen BS408S04 will appear when this option is clicked
Save the settings used to generate a report for future use.
Read the section below on Stored Reports
- Retrieve Stored Reports
Screen BS408S05 will appear when this option is clicked
This option allows you to run a Stored Report you have Stored previously
Read the
section below on Stored Reports
- Search
Screen BS408S06 will appear when this option is clicked.
- Other side
(Edit)
Click this option to edit the other side of a Transfer (a message will be issued if the transaction you click is NOT a Transfer)
This option will work even if the Bank on the other side of the transfer transaction is NOT selected in the current view.
- Other side
(Locate)
Click this option to select and highlight the other side of a Transfer (a message will be issued if the transaction you click is NOT a Transfer)
This option will NOT work when the Bank on the other side of the transfer transaction is NOT selected in the current view.
Stored Reports
This feature allows you to
save the settings used to generate a report for future use.
You may have selected some but not all of your bank Accounts and likewise Categories and
Tags.
Having made a complex selection, this option allows you to store the settings so you can re-run the report at a later date.
Saving a Stored Report Save updates to a Stored Report Retrieve a Stored Report
Click the Save
button to display the Shortcut Menu with Stored Report Options
The following information is saved in a Stored Report:-
- The Name of your Stored Report
- From Date and To Date
- The Report popup setting
- The Date Columns popup setting (Cheque Date, Bank Date, Both)
- The Transaction Type popup setting (All, Debits, Credits)
- The Include / Exclude
settings
- Your Banks selection list
- Your Categories selection list
- Your Tags selection list
- The Date and time the Stored Report was created
- The Date and time the Stored Report was last edited
- The Date and time the Stored Report was last used
Help Balloons
When you first start the program,
Help Balloons will be ON.
Read more about Help Balloons
Summary of screenshots for screen BS408S01
Other screens used by BS408S01
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