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Starting the program
On the Main Menu, click the Transactions tab then click
Manage Transactions - BS421
The initial screen shows a list of any transactions which you have already added (if any)
Screenshot BS421S01-1
In this section
Before using this program
Before using this program you must:
- create at least one Bank Account (or Credit Card Account)
using the program My Bank Accounts - BS403
- create Categories using the program My Categories - BS420
About this program
The program BS421 allows you to organise your transactions in Statements.
If your Bank or Credit Card provider does not issue statement you may choose to think of statements as pages.
In this program you can:
- manually add, edit and delete transactions
- split transactions
- categorise transactions
- identify transactions with tags
- view lists of transactions by Bank
- reconcile lists of transactions to Bank Statements
- transfer money between banks
- transfer money to an account in another currency
- add transactions with a foreign currency
- link transactions to Invoices
Adding - Simple transactions with Easy Add
Simple transactions can be added and edited in one Easy Add work screen if:
- The option I need to use Foreign Currencies is unchecked in Preferences
- The transactions do not have split elements
- The transactions do not need to be linked to Tags
In the initial screen (BS421S01)
To add a simple transaction (no spilt elements, no tags):
Adding transactions
In the initial screen (BS421S01)
To add transactions which may have split elements and which you may wish to identify with Tags
Editing transactions
In the initial screen (BS421S01):
- double click on a transaction (in the list of existing transactions)
The transaction is opened in Edit mode in the screen BS421S02 or BS421S03
-OR-
- RIGHT-click on a transaction
a Menu Shortcut appears
Click Edit
The transaction is opened in Edit mode in the screen BS421S02 or BS421S03
Deleting transactions
In the initial screen (BS421S01):
- double click on a transaction (in the list of existing transactions)
-OR-
- RIGHT-click on a transaction
a Menu Shortcut appears
Click Edit
- The transaction is opened in Edit mode in the screen BS421S02 or BS421S03
- Click the Delete button
Fixing a Transaction
If you discover you have made a mistake after you have added a
transaction, this feature allows you to easily make changes.
Click in the transaction list to select the transaction to be fixed then click the Fix button.
Screenshot BS421S01-1
In the next screen you will be able to:
a) Change the selected transaction to another Bank
and/or
b) change the transaction type (Credit/Debit)
Note: You must move the transaction to the 999997 statement to use the Fix button.
You cannot fix transactions which are in a reconciled statement using this tool.
Duplicating a transaction
You may wish to create a new transaction which is very similar to one in the current statement OR in a previous statement.
First, locate and click on a transaction to be copied
There are now two methods
Method 1
- Using the Copy, Next and Paste set of buttons
Screenshot BS421S01-1
Step 1 - The Copy button
Having clicked the transaction to be copied, click the Copy button.
There is no visual indication that the details have been copied - You jes gotta believe
Step 2 - The Next button
If the
transaction you copied is in a PREVIOUS statement, use this button to find the unreconciled statement where you wish to add the new transaction.
Tip: Watch the Reconcile button while you click. The Reconcile button is a grey shade (disabled) for Previous
(reconciled) statements. When it goes black, you have reached the most recent (un-reconciled) statement.
Step 3
Click on the Paste
button to duplicate the transaction "Copied" in Step 1 (above)
The program will open screen BS421S03 with the data fields filled.
You may then edit and add the new transaction.
The buttons are arranged in a block for your convenience.
Method 1
- Using the Menu options when you right click.
Step 1 RIGHT click on the transaction to be copied.
A shortcut Menu appears.
Click the Copy option
Step 2 - Use the Next button (if necessary) as described in Method 1
Step 3 RIGHT click on any line
The shortcut Menu appears.
Click the Paste option
Again, the program will open screen BS421S03 with the data fields filled.
You may then edit and add the new transaction.
About reconciling
Use the Reconcile feature in Bank Genie to close off a selection of transactions which tally up to a Statement sent by your bank.
If your bank doesn’t supply statement,
you can also use the Reconcile feature to close off a selection of transactions which exactly match the status on your online account.
In the absence of statement numbers,
simple allow Bank Genie to increment the “statement numbers” when you do a reconciliation, and think of the statement numbers as Reconciliation numbers. The actual value of the
numbers can be ignored, but the Statement Date which you enter when you create a reconciliation will be important to you.
Once transactions are closed off in Reconciled
Statements in Bank Genie they don’t have to be considered next time you go online to check your status.
Reconciling a statement
In Bank Genie, the first Statement Number for each account is defined when you set up the Bank Account using the program My Bank Accounts - BS403
When a Bank Statement arrives, or you compare Bank Genie to your online account, the closing balances may not agree (reconcile) with your Bank Genie figures.
You will probably find that:
- there are some transactions on the statement which are not yet added to Bank Genie
- there are extra transactions in Bank Genie which have not yet reached your account
In the first case you simply add missing transactions using this program.
In the second case, Bank Genie allows you to temporarily exclude transactions which have not yet reached your account so you can reconcile to the current statement or online status.
Excluded transactions are moved to a temporary or fictitious statement with a statement number 999997.
Continue to Add transactions, Exclude and Include as necessary,
Typically, a statement has:
- a Statement Number
Once you have set the initial statement number, Bank Genie will automatically increment the statement numbers for you
- a Statement Date
You will be required to enter a Statement Date.
Screenshot BS421S01-1
- an opening balance
This is carried forward from the last statement
- a closing balance
Screenshot BS421S01-1
This, you must arrive at using the features described in this section
When the transactions and Closing Balance in Bank Genie match the listing on your Statement,
click the Reconcile button.
Bank Genie then flags this statement as complete,
and creates the NEXT Statement Number. Transactions which were NOT reconciled are assigned to either the next Statement number, or to the 999997 statement number.
Here's the rules, based on the Statement Days value which you specified when you created the Bank Profile in program My Bank Accounts BS403:
Bank Genie adds the number of Statement Days
to the Statement Date of the statement which you reconciled, and assigns this as the Statement Date for the next statement.
Transactions which are BEFORE or equal to this new statement date will be assigned to the new statement.
Transactions which are AFTER this new statement date will be assigned to the 999997 statement.
Once you have reconciled a Bank Statement you cannot add or delete any more
transactions to that statement.
Instead, you can use the Undo button to un-reconcile the LAST reconciled statement.
The Exclude button
Screenshot BS421S01-1
Use this button when reconciling a statement.
If a transaction does not appear in the statement being reconciled then highlight the transaction then click on the Exclude button.
The transaction will be moved out to the 999997 statement (a fictitious statement)
Note: You can Multi-select transactions when using the Exclude button
Multi selecting Randomly: See Screenshot BS421S01-1-MultiRandom
Multi selecting continuously: See Screenshot BS421S01-1-MultiCns
The Include button
Screenshot BS421S01-1
This button is enabled when the 999997 statement is selected (ONLY)
If a transaction is located in the 999997 statement and it needs to be moved into the statement being reconciled, then highlight the transaction and click on the Include button.
The transaction will be moved out of the 999997 statement and into the last statement, provided it is NOT already reconciled.
Note: You can Multi-select transactions when using the Include button
Multi selecting continuously: See Screenshot BS421S01-1-MultiCns
Multi selecting Randomly: See Screenshot BS421S01-1-MultiRandom
The UnReconcile button
Screenshot BS421S01-1
Use this button to reverse the status of the latest Reconciled Statement.
More Info
Use this button if you have made a mistake e.g. if the closing balance in Bank
Genie does not match the closing balance on your statement.
You can only "UnReconcile" the last reconciled statement. If you need to go back further, then start
on the last statement and unreconcile the statements in reverse order.
About Transfers
Bank Genie allows a wide range of options in Transfers
About Transfers
About Invoices
Bank Genie allows you to link transactions to Invoice payments
Screens (leading to screenshots) for program BS421
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