CASHBOOK 2003

CashBook is a program designed for use by individuals and micro businesses. It has
great recording and reporting facilities which can be accessed without any accounting
background. It also has facilities for setting up and tracking loans, investments,
superannuation, and mortgages. Budgets for micro businesses and households are easily
prepared. Because of the ease of operation, it is a suitable package to use in middle
school (Commerce 7-10 or CSF II, Economy and Society in Victoria) as well as in VCE
Accounting Unit 1.

Private uses for CashBook include setting up accounts for assets such as the house and
other home inventory, recording home incomes and expenses, tracking investments and
calculating the value of the investments (including shares), recording and tracking of
credit card expenses and loans, and calculation of net worth.

Business uses include recording of receipts and payments, recording of payroll, issuing
invoices, reconciling accounts, calculation of assets and liabilities and capital.


After opening CashBook, the main screen looks like this:

The menu bar at the top of the screen gives access to all of the functions of the program
simply by pulling down the appropriate list. At the side of the screen are Quick Tabs
which can also be used to navigate the program.

Notes prepared by Suzanne Collings                                                          1
If the Quick Tabs are not displayed, click on Edit on the menu bar, select Options,
Quicken Program, Quick Tabs and click to put a tick in Show Quick Tabs.

On the top line of the opening screen are the Back and Forward buttons which can be
used to move between the screens which have been opened. Also on the menu bar is the
Help menu. (On each of the screens which are opened in CashBook there is also a How
do I? button which can be used to provide assistance.)

This opening screen gives a picture of the finances at a glance. The information included
expands as the file grows and includes a summary of the various areas of the finances of
the datafile.


On the menu bar, click and pull down the list for File, select Open. A screen appears
which lists the datafiles already established in CashBook. Double click on Marsh
Family. The My Finances screen for the Marsh family appears. To look at the list of
accounts which have been opened within the datafile for the Marsh Family, on the menu
bar at the top of the screen, click on Finances then select Account list.

The accounts are sorted into types to allow for preparation of reports and graphs.
New accounts can be opened by clicking on the New button at the top of the box.


To use the register (to enter new transactions or edit existing transactions), double click
on the account required.

Notes prepared by Suzanne Collings                                                            2
The categories for each transaction allow for sorting and assigning of the transactions for
preparation of reports. It allows reports to be prepared showing, for example,
information on how much of any type of expense has been used during any specified
period. It also allows for the relevant information to be used in the preparation of tax
returns – there is a section of the program devoted to tax including the GST. After each
transaction is entered the register is totaled and the balances recalculated automatically.
The graphs and reports are prepared on the automatically adjusted information.

To view reports, click on Reports on the menu bar at the top of the screen, and select
Easy answer reports and graphs .

Notes prepared by Suzanne Collings                                                            3
Select the report required, click on Show report adjust the date if necessary, and the
report will appear (for example):

If the button for Show graph is selected, the required graph appears without any
programming by the user:

Notes prepared by Suzanne Collings                                                       4
A net worth report for a family includes all investments including the family home, and
all liabilities including the credit cards, house mortgage etc.

To see a Net Worth report, on the menu bar click on Reports, select Own & Owe, Net
Worth, then click on Create at the bottom of the box.


CashBook provides facilities financial planning, including the setting up and tracking of
borrowings for university education, loans, mortgaging, as well as for savings and
investment for retirement. This feature could be used to work out whether or not you can
afford to buy a house and make the mortgage payments.

To use the planning facilities on loans and mortgages, on the menu bar, click on
Planning, then select Financial calculators, Loan:

Notes prepared by Suzanne Collings                                                          5
“What if” calculations can be carried out without actually setting up a loan in the
accounts, by either selecting Loan amount or Payment per period and keying in the
appropriate variable details. To see the result of the “What if”, click on Calculate.

The progress of the loan payments, the amount of interest paid and the amount owing
each month for the “What if” loan can be viewed by clicking on Schedule.

Tracking of already established loans can be done by selecting the loan on the account
list, clicking on Household, Loans from the menu bar:

This screen summarises the details of the loan. Click on the tabs at the top of the box to
get the schedule of payments and the graph showing the loan repayments and interest.

Notes prepared by Suzanne Collings                                                           6
Locating the cursor over any part of the lines on the graph will give more information
about the amount owing or the interest paid.


On the menu bar, click on Planning, then select Budgeting.

Click on Income and Expenses to collapse and expand the budget.

Notes prepared by Suzanne Collings                                                       7
Amounts can be entered in columns and copied across the periods. If the budget is to be
the same for all periods, the amounts are entered in the first period and the whole budget
copied across the months.

Other budgets established can be viewed through Options, Other Budgets.

Reports which compare actual amounts to the budget amounts are accessed through Easy
Answer Reports, Did I meet my budget? (after clicking on Reports on the menu bar)


Investments, including shares and superannuation funds, can be tracked through
CashBook, with all details and graphs for display of information.
Shares can be categorized according to purpose such as growth, income, income and
growth, to give more information about the progress of the investment portfolio.
Recording of dividends paid in cash or reinvested keeps the portfolio up to date and
allows for the preparation of comprehensive tax returns and statements of income and net

Shares which are not owned can be tracked and watched for possible future purchase.

Online updates from the Stock exchange can be obtained so that the performance of the
portfolio can be monitored on a regular basis. This facility is not available on the
education version. You must have a registered version of CashBook 2003 to access the
share data online.

Notes prepared by Suzanne Collings                                                           8
Share prices can be entered manually if online facilities are not available (for example in
a classroom).

On the menu bar, click on Investing, select Portfolio view.

To view any one in detail, click on the investment for more information and a graph of
the individual share performance.

Notes prepared by Suzanne Collings                                                            9
Details of the other investments can be viewed by using the pull down list on the top left
of the box.

On the menu bar, clicking on Reports, Investing, Portfolio value will give a summary
of the investments. At the top of the box, click on Show graph to see this information in
a pie chart.

Notes prepared by Suzanne Collings                                                           10

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