[office/kmymoney/Handbook-5.2] /: First pass on ledgers
Jack Ostroff
null at kde.org
Mon Sep 4 23:12:26 BST 2023
Git commit 59c0ea8f9068f1739a9d77fc739514c993c9a936 by Jack Ostroff.
Committed on 05/09/2023 at 00:12.
Pushed by ostroffjh into branch 'Handbook-5.2'.
First pass on ledgers
M +21 -0 README-CONTRIBUTORS
M +499 -391 doc/details-ledgers.docbook
https://invent.kde.org/office/kmymoney/-/commit/59c0ea8f9068f1739a9d77fc739514c993c9a936
diff --git a/README-CONTRIBUTORS b/README-CONTRIBUTORS
index d89b1873f..7b176fe1a 100644
--- a/README-CONTRIBUTORS
+++ b/README-CONTRIBUTORS
@@ -197,6 +197,23 @@ multiple places.
actually fetching prices (stocks or currency.) Should we just drop the field, or
at least note it is ignored? IS there any way to retreive historic prices?
+- Can the transaction form show up other than at the bottom of the transaction list?
+ With or without the form enabled, editing a transaction shows the form at the
+ location of the transaction in the ledger. Shouldn't editing take place in the
+ form at the bottom?
+
+- for clarifications, can a transaction only be split on one side? It does make
+ sense to restrict a transaction to only one account on one side, but would allowing
+ both sides be split cause any real problem, or just too much confusion?
+
+- In Investment account ledger, Activity has a blue border when selected, but
+ Security and Account have the name highlighted when the field is selected. Why the
+ difference.
+
+- Can you really not match two non-imported transactions? If so, then the date
+ always comes from the imported transaction.
+
+
----------------
This is a list of potential enhancements I came up with while reviewing the handbook,
@@ -225,6 +242,10 @@ elsewhere.
- should register be replaced with ledger wherever it is used?
+- If the transaction form is displayed, a single selected transaction is shown in the
+ form. However, if you unselect the transaction, it remains displaye in the form.
+ If you select additional transaction, the last one selected is shown in the form.
+ There seems no danger, since the form is not editable, but it does seem odd.
diff --git a/doc/details-ledgers.docbook b/doc/details-ledgers.docbook
index 44de07f53..7eddd774e 100644
--- a/doc/details-ledgers.docbook
+++ b/doc/details-ledgers.docbook
@@ -7,17 +7,17 @@
<author>&Michael.Carpino; &Michael.Carpino.mail;</author>
<author> &Jack.H.Ostroff; &Jack.H.Ostroff.mail; </author>
</authorgroup>
- <date>2023-08-30</date>
+ <date>2023-09-04</date>
<releaseinfo>5.2.0</releaseinfo>
</chapterinfo>
<title>Ledgers</title>
<sect1 id="details.ledgers.view">
-<title>The Ledger View</title>
+<title>The Ledgers View</title>
<para>
- The Ledger View is functionally the data integration center of &kmymoney;. This
+ The Ledgers View is functionally the data integration center of &kmymoney;. This
view is for entering, examining, editin, and deleting transactions in your defined
accounts. This veiw has had a major overaul since the 5.1 series of &kmymoney;
releases. The main difference is that it is now a tabbed display, so you can have
@@ -89,99 +89,172 @@
<para>
In previous versions of &kmymoney;, the filter area was always displayed at the top
of the ledger. Now, it is normally hidden, but can be displayed by typing
- <keycombo>&Ctrl;<keycap>F</keycap></keycombo>. It now appears below the
- transaction list.
+ <keycombo>&Ctrl;<keycap>F</keycap></keycombo>. It will then appear below the
+ transaction list. At the left of the filter area is a small <quote>x</quote> in a
+ red circle.<!-- FIXME: use actual icon --> Clicking on this icon will clear any
+ filters in place and hide the filter area.
</para>
<para>
Previous versions of &kmymoney; had a dropdown where you could select the account
to be displayed in the ledger. This is no longer necessary, as to view another
- account, you can just open a new tab. Note that depending upon the type of the
- account the <link linkend="details.ledger.transactionform">transaction form</link>,
- if it is displayed, may change.
+ account, you can just open a new tab.
</para>
<para>
- If displayed, most of the filter area is a text box. This filter box provides the
- ability to search for transactions containing the text typed in the box. These
- filtered transactions will then displayed in the list above. The text specified
- can be in any of the fields of the transaction for the specific account. At the
- right of the filter text is a status filter. The default value of this dropdown is
- <guilabel>Any status</guilabel> which does not apply any filter to the list. The other values allow
- you to restrict the list of displayed transactions to <guilabel></guilabel>
- <guilabel></guilabel>
- <guilabel></guilabel>
- <guilabel></guilabel> <guilabel></guilabel>
- <guilabel></guilabel> <guilabel></guilabel>
- status, Imported, Matched, Erroneous, Not marked, Not reconciled, Cleared, and
- scheduled.
+ If displayed, most of the filter area is a text entry area. Typing in this filter
+ box will cause &kmymoney; to display only transactions containing the text typed in
+ the box. The text specified can be in any of the fields of the transaction for the
+ displayed account. At the right end of the filter box is a small
+ <quote>x</quote> in a black box.<!-- FIXME: use actual icon --> Clicking this icon
+ will clear any text in the filter box.
</para>
+<para>
+ At the right of the text entry is a status filter dropdown. The default value is
+ <guilabel>Any status</guilabel> which does not apply any filter to the list. The
+ other values allow you to restrict the list of displayed transactions to those
+ which are <guilabel>Imported</guilabel>, <guilabel>Matched</guilabel>,
+ <guilabel>Erroneous</guilabel>, <guilabel>Not marked</guilabel>, <guilabel>Not
+ reconciled</guilabel>, <guilabel>Cleared</guilabel>, or
+ <guilabel>Scheduled</guilabel>.
+</para>
</sect2>
<sect2>
<title>The transaction list</title>
<para>
- <screenshot>
- <mediaobject>
- <imageobject>
+ <screenshot>
+ <mediaobject>
+ <imageobject>
<imagedata fileref="translist.png" format="PNG" />
- </imageobject>
- <textobject>
+ </imageobject>
+ <textobject>
<phrase>Transaction list</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+ </textobject>
+ </mediaobject>
+ </screenshot>
</para>
<para>
- After a transaction has been entered, it is displayed in the transaction list.
- You can also change transaction properties or even create new transactions
- directly in the list. In the transactions list, the default order of
- transactions is sorted by date with the most recent transaction on the bottom.
- Clicking the &RMB; on the header of the transaction list brings
- up a dialog box that will allow the ability to change the sort order of the
- transactions. For instructions on how to change the default sort order, see the <link
- linkend="details.settings.register.sorting">Sorting tab</link> section of the
- <link linkend="details.settings">&kmymoney; Settings</link> Chapter.
+ The transaction list displays all the (possible filtered) transaction in the
+ account. The following columns are always displayed:
+</para>
+
+<formalpara><title>Date</title>
+<para>
+ the post date, or the the actual date the transaction occurred
</para>
+</formalpara>
+<formalpara><title>Detail</title>
<para>
- Note that the balance column is based on the currently displayed sort order,
- and will not be calculated if the display is filtered by the searching within
- the filter box or transaction type dropdown, as described above.
+ this shows the category/categories, other account (for transfers,) and memo for the
+ transaction
+</para>
+</formalpara>
+
+<formalpara><title>Payment and Deposit</title>
+<para>
+ the amount of money either leaving or entering the account in this transaction. A
+ value will appear in one or the other column, as appropriate.
+</para>
+</formalpara>
+
+<formalpara><title>Balance</title>
+<para>
+ Note that this depends on the currently displayed sort order, and will not be
+ calculated if the display is filtered by the searching within the filter box or
+ transaction status dropdown, as described above.
+</para>
+</formalpara>
+
+<para>
+ The following columns are optional, and their presence can be toggled by right
+ clicking on any column header and selecting or deselecting the appropriate
+ checkbox. Currently, the columns cannot be reordered.
+</para>
+
+<formalpara><title>No.</title>
+<para>
+ the transaction number, which is always optional
+</para>
+</formalpara>
+
+<formalpara><title>Entry</title>
+<para>
+ the Entry Date, which is the date the transaction was entered into the ledger.
+</para>
+</formalpara>
+
+<formalpara><title>Payee</title>
+<para>
+ the person or organization you are giving money to or receiving money from.
+</para>
+</formalpara>
+
+<formalpara><title>C</title>
+<para>
+ the Reconciliation Status. The value can be blank, a <quote>C</quote> for Cleared,
+ or <quote>R</quote> for Reconciled. The meaning of these terms is discussed in a
+ following section on Reconciliation. <!-- FIXME: make a real link -->
+</para>
+</formalpara>
+
+<para>
+ After a transaction has been entered, it is displayed in the transaction list. You
+ can also change transaction properties or even create new transactions directly in
+ the list. In the transactions list, the default order of transactions is sorted by
+ transaction date, with the most recent transaction on the bottom. Clicking on the
+ header of the transaction list brings up a dialog box that will allow the ability
+ to change the sort order of the transactions. For instructions on how to change
+ the default sort order, see the <link
+ linkend="details.settings.register.sorting">Sorting tab</link> section of the <link
+ linkend="details.settings">&kmymoney; Settings</link> Chapter.
+</para>
+
+<para>
+ Note that altering the sort order can be useful in special circumstances, but for
+ many sort orders, especiallyl where the transaction date is not the first sort key,
+ the balance column will not be very meaningful, and will almost certainly not match
+ the balance of any statement or display by the bank or institution.
+</para>
+
+<para>
+ In previous versions of &kmymoney; you needed to right-click on a column header to
+ change the sort order. Now, right-clicking allows you to toggle display of the
+ optional columns, and you need to left-click to change the sort order.
</para>
<para>
At the bottom of the transaction list, &kmymoney; displays three values:
</para>
-<formalpara><title>Last reconciled</title>
- <para>
- This is the most recent date when you reconciled this account.
- Reconciliation is an important process for many accounts, and is described
- <link linkend="details.reconcile">here</link>.
- </para>
+<formalpara><title>Last reconciliation</title>
+<para>
+ This is the most recent date when you reconciled this account. Reconciliation is
+ an important process for many accounts, and is described <link
+ linkend="details.reconcile">here</link>.
+</para>
</formalpara>
<formalpara><title>Cleared</title>
- <para>
- This is the total of all cleared and reconciled transactions in this
- account. See <link linkend="details.ledgers.cleared">this section</link>
- for more information about the cleared and reconciled states of
- transactions.
- </para>
+<para>
+ This is the total of all cleared and reconciled transactions in this account.
+ See <link linkend="details.ledgers.cleared">this section</link> for more
+ information about the cleared and reconciled states of transactions.
+</para>
</formalpara>
<formalpara><title>Balance</title>
- <para>
- This is where &kmymoney; displays the total balance of the account, which is
- the sum of all transactions in the account. However, if you select more
- than one transaction in the transaction list, this changes to display the
- sum of the selected transactions. This returns to the balance when only one
- transaction is selected.
- </para>
+<para>
+ This is where &kmymoney; displays the current balance of the account, which is the
+ sum of all transactions in the account. However, if you select more than one
+ transaction in the transaction list, this changes to display the sum of the
+ selected transactions. This returns to the balance when no transactions or only
+ one transaction is selected.
+</para>
</formalpara>
</sect2>
@@ -189,11 +262,11 @@
<title>The transaction form</title>
<para>
- The exact layout of the bottom area of the ledger view depends on your
- configuration and the type of account being displayed. However, it generally
- includes fields for all the details of a single transaction, as well as
- buttons for various actions that can apply to a transaction. It is described
- in more detail in the following sections.
+ Whether or not the transaction form is displayed at the bottom area of the Ledger
+ View depends on your configuration and the type of account being displayed.
+ However, if present, it generally includes fields for all the details of a single
+ transaction, as well as buttons for various actions that can apply to a
+ transaction. It is described in more detail in the following sections.
</para>
</sect2>
</sect1>
@@ -203,18 +276,19 @@
<para>
There are two methods of entering transactions into the ledger: using the
- transaction form or entering the data directly into the transaction
- list. The transaction form is displayed by default and this is the
- method we will discuss first. Turning off the transaction form can be
- accomplished by going to the Ledger section in the Configure &kmymoney; that's
- within the Settings.
+ transaction form or entering the data directly into the transaction list. The
+ transaction form is displayed by default and this is the method we will discuss
+ first. Turning off the transaction form can be accomplished by going to the Ledger
+ section in the Configure &kmymoney; that's within the Settings.
+ <!-- FIXME: use a proper link -->
</para>
<para>
- The fields in the input area match the information fields in the transaction
- list. Additional fields include the Memo field, for a more detailed
- description of the transaction, and a Category selection. The Split button
- allows you to split the transaction into multiple categories.
+ The fields in the input area match the information fields in the transaction list.
+ Additional fields include the Memo field, for a more detailed description of the
+ transaction, and a Category selection. The Split button allows you to split the
+ transaction into multiple categories.
+ <!-- FIXME: use specific link to discussion of split transaction -->
</para>
</sect1>
@@ -222,169 +296,161 @@
<title>Using the transaction form</title>
<para>
- <screenshot>
- <mediaobject>
- <imageobject>
+ <screenshot>
+ <mediaobject>
+ <imageobject>
<imagedata fileref="transactionform.png" format="PNG" />
- </imageobject>
- <textobject>
+ </imageobject>
+ <textobject>
<phrase>Transaction Form</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+ </textobject>
+ </mediaobject>
+ </screenshot>
</para>
<para>
- The transaction form at the bottom of the ledger view is the interface
- for manually creating transactions.
-</para>
-
-<para>
- Depending upon the type of transaction you wish to enter there are
- several tabs available on the transaction form. Click on the tab that best
- defines your transaction (deposit, transfer, or withdrawal) and the form
- will load several fields available for your input.
+ The transaction form at the bottom of the ledger view is the interface for manually
+ creating transactions.
</para>
<para>
- Please note that the actual transaction method is not used directly by
- &kmymoney; but is purely for grouping/reporting purposes.
-</para>
-
-<para>
- If you are unsure which method to choose simply use Deposit for any money
- coming into the account, Withdrawal for money going out of the account, and
- Transfer for money moving from one account to another. The transaction
- methods and the differences between them are discussed in more detail
- elsewhere.
-</para>
-
-<para>
- Select the transaction method by clicking on the appropriate tab.
+ Note that the layout of the transaction form has been revised in &kmymoney; 5.2.
+ Whether a new transaction is a deposit, withdrawal, or transfer is determined by
+ the data you enter in the amount and category fields, you do not need to choose a
+ specific tab or specify To: or From:.
</para>
<sect2>
<title>The fields of a transaction</title>
<para>
- Enter the information using the following notes on the available fields. Note
- that many fields have 'Auto Completion' turned on. That is, if you start
- typing, &kmymoney; will offer alternatives matching the characters you begin
- to enter. To select the matching content simply click on the entry by using
- your mouse or selecting the appropriate keyboard keys. If the entry is not
- listed finish typing the content to add the new value. The next time you type
- the content, &kmymoney; will find it for you as you begin to enter the initial
+ Enter the information using the following notes on the available fields. Note that
+ many fields have <quote>Auto Completion</quote> turned on. That is, if you start
+ typing, &kmymoney; will offer alternatives matching the characters you begin to
+ enter. To select the matching content simply click on the entry by using your
+ mouse or selecting the appropriate keyboard keys. If the entry is not listed
+ finish typing the content to add the new value. The next time you type the
+ content, &kmymoney; will find it for you as you begin to enter the initial
characters.
</para>
<sect3>
-<title>The Payee</title>
+<title>Payer/Payee</title>
<para>
- The Payee is who the money came from/to. If the payee is a new entry
+ This is who the money comes from or goes to. If the payee is a new entry
&kmymoney; will ask if you wish to add this to the list of Payees. Any other
information related to a payee or payer, such as address, phone number and account
- number as well as notes can be updated in the Payees view.
+ number as well as notes can be updated in the Payees View.
</para>
</sect3>
<sect3>
-<title>The Category</title>
+<title>Category</title>
<para>
- The Category associates a transaction with an income or expense category for
- accounting and reporting purposes, and enables you to group certain
- transactions. Type the name of the category into the defined field. If you
- have entered the category and it does not exist then &kmymoney; will ask if
- you want to create a new one. If the selection is Yes &kmymoney; will then
- open a dialog box that allows for the further definition of the category based
- on General, Hierarchy and Tax characteristics.
+ This specifies an income or expense category for accounting and reporting purposes,
+ and enables you to group certain transactions. Type the name of the category into
+ the defined field. If you have entered the category and it does not exist then
+ &kmymoney; will ask if you want to create a new one. If you select
+ <guilabel>Yes</guilabel> &kmymoney; will then open a dialog box that allows for the
+ further definition of the category based on General, Hierarchy, and Tax
+ characteristics.
+</para>
+
+<para>
+ For Transfer transactions, you select the other account in the Category field.
</para>
<para>
If you wish to associate parts of the transaction with different categories,
- &kmymoney; can handle this need. An example transaction might be a cash
- withdrawal of 50 of which you use 10 on food, 20 on beer and 20 as
- cash. The transaction will therefore be assigned three categories:
- Food, Beer, and Cash. To do this, you need to use <link
- linkend="details.ledgers.split">Split Transactions</link>, which is described
- in more detail below.
+ &kmymoney; can handle this need. An example might be a cash withdrawal of 50 of
+ which you use 10 on food, 20 on beer, and 20 as cash. The transaction will
+ therefore be assigned three categories: Food, Beer, and Cash. To do this, you need
+ to use <link linkend="details.ledgers.split">Split Transactions</link>, which is
+ described in more detail below.
</para>
<para>
See the special <link linkend="reference.widgets">&kmymoney; fields</link>
section for more information on how to use this field.
+ <!-- FIXME: probably need better link to explanation of split transactions -->
</para>
</sect3>
<sect3>
-<title>The Tag</title>
+<title>Tags</title>
<para>
- Tags are similar to Categories, and can be used to maintain an orthogonal view
- to Categories. They provide the ability to group transactions within a Category based
- on your defined needs. This need could be defined by a specifics to Person, Place, or
- Thing. For example, you might have a Category for each different type of automotive
- expenses, and then have a Tag for each vehicle. As with Categories, you can select
- from the dropdown list, or type a new Tag name, and be prompted if you want to create
- a new Tag with that name. Within the Tag field &kmymoney; will allow for multiple tags
- entered within a single transaction. Also, you can enter a tag on an individual split.
+ Tags are similar to Categories, and can be used to maintain an orthogonal view to
+ Categories. They provide the ability to group transactions within a Category based
+ on your defined needs. This need could be defined by a specifics to Person, Place,
+ or Thing. For example, you might have a Category for each different type of
+ automotive expenses, and then have a Tag for each vehicle. As with Categories, you
+ can select from the dropdown list, or type a new Tag name, and be prompted if you
+ want to create a new Tag with that name. Within the Tag field &kmymoney; will
+ allow for multiple tags entered within a single transaction. Also, you can enter
+ tags on an individual split.
</para>
</sect3>
<sect3>
-<title>The Memo</title>
+<title>Memo</title>
<para>
- A multi-line memo can be entered if you wish to help you remember further
- details of a specific transaction.
+ A single or multi-line memo can be entered if you wish to record any further
+ details of the transaction.
</para>
</sect3>
<sect3>
-<title>The Check Number</title>
+<title>Number</title>
<para>
- The check number can be entered if needed. Note that the check number field can
- be made visible or invisible in the ledger if desired. This is configured in
- the Ledger Settings dialog.
+ The transaction number can be entered if needed. Note that the check number field
+ can be made visible or invisible in the ledger list if desired. This is configured
+ in the Ledger Settings dialog. While this is most commonly used for a Check Number
+ in a Checking account, it can be used in any type of account, in any way you might
+ want to number your transactions.
</para>
</sect3>
<sect3>
-<title>The Date</title>
+<title>Date</title>
<para>
- The transaction's date must be entered to specify when the transaction took
- place. See the special <link linkend="reference.widgets">&kmymoney;
- fields</link> section for more information on how the date input field can be
- used to make entering dates quicker and easier. For transactions in checking
- and credit card accounts, it is your choice whether to use the actual date
- (when you wrote the check or made the purchase) or the posting date as
- reported by the bank or credit card company. Using the actual date can help
- you track when you made the purchase, for example, but the statement or
- downloaded data from the bank is more likely to use the posting date.
+ The transaction's date must be entered to specify when the transaction took place.
+ See the special <link linkend="reference.widgets">&kmymoney; fields</link> section
+ for more information on how the date input field can be used to make entering dates
+ quicker and easier. For transactions in checking and credit card accounts, it is
+ your choice whether to use the actual date (when you wrote the check or made the
+ purchase) or the posting date as reported by the bank or credit card company.
+ Using the actual date can help you track when you made the purchase, for example,
+ but the statement or downloaded data from the bank is more likely to use the
+ posting date. &kmymoney; automatically keeps the date the transaction was entered
+ into the ledger, but this is in a different field, which is optionally displayed in
+ the ledger list.
</para>
</sect3>
<sect3>
-<title>The Amount</title>
+<title>Amount</title>
<para>
- Finally, enter the transaction amount into the required field. Note that a
- simple calculator can be displayed, either by clicking the icon to the right
- of the amount field, or by entering the % character into the field, or by
- entering any of these mathematical symbols: + - * / in a formula, as in
- <emphasis>12 + 3</emphasis>. When entering the plus sign, the calculator will
- be opened. Note that only the final result of any calculation will be saved
- as the amount of the transaction.
+ Finally, enter the transaction amount into either the <guilabel>Paymenet</guilabel>
+ or <guilabel>Deposit</guilabel> field. Note that a simple calculator can be
+ displayed, either by clicking the icon to the right of the field, or by entering
+ the % character into the field, or by entering any of these mathematical symbols: +
+ - * / in a formula, as in <emphasis>12 + 3</emphasis>. When entering the plus
+ sign, the calculator will be opened. Note that only the final result of any
+ calculation will be saved as the Payment or Deposit amount of the transaction.
</para>
<para>
- When you are satisfied that all the fields have been adequately filled in,
- click on <guibutton>Enter</guibutton>. If you accidentally press or click on
- <guibutton>Enter</guibutton> before you have finished entering all the data,
- click on <guibutton>Edit</guibutton> to resume entering the data.
+ When you are satisfied that all the fields have been adequately filled in, click on
+ <guibutton>Enter</guibutton>. If you accidentally press or click on
+ <guibutton>Enter</guibutton> before you have finished entering all the data, click
+ on <guibutton>Edit</guibutton> to resume entering the data.
</para>
</sect3>
</sect2>
@@ -394,36 +460,34 @@
<title>Directly inputting transactions into the list</title>
<para>
- <screenshot>
- <mediaobject>
- <imageobject>
+ <screenshot>
+ <mediaobject>
+ <imageobject>
<imagedata fileref="transactionform-off.png" format="PNG" />
- </imageobject>
- <textobject>
+ </imageobject>
+ <textobject>
<phrase>Direct Transaction Entry</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+ </textobject>
+ </mediaobject>
+ </screenshot>
</para>
<para>
- The second method of entering transactions into the ledger involves editing
- the transaction list directly.
+ The second method of entering transactions into the ledger involves creating and
+ editing the transaction directly in the transactions list.
</para>
<para>
+ <!-- FIXME: confirm this is right. It looks to me like new entry is always in the
+ form, although the form is shown at the "correct" position in the ledger, not at
+ the bottom. -->
To do this you must first let &kmymoney; know that you don't want to use the
- transaction form by opening the settings dialog and unchecking the
- <guilabel>Show transaction form</guilabel> option.
-</para>
-
-<para>
- This is performed by selecting the <menuchoice><guimenu>Settings</guimenu>
+ transaction form. This is done by selecting the <menuchoice><guimenu>Settings</guimenu>
<guimenuitem>Configure &kmymoney;...</guimenuitem></menuchoice> menu item and
selecting the <guiicon><inlinemediaobject><imageobject><imagedata
fileref="ledgers_view.png" format="PNG"/></imageobject></inlinemediaobject>
- </guiicon> register icon from the list on the left. The option to uncheck is
- labeled <guilabel>Show transaction form</guilabel>. When finished click on
+ </guiicon> register icon from the list on the left. The option to uncheck is
+ labeled <guilabel>Show transaction form</guilabel>. When finished click on
<guibutton>OK</guibutton> to be ready to directly enter or edit transactions.
</para>
@@ -431,31 +495,34 @@
<title>Starting the edit</title>
<para>
- To enter a new transaction into the register you can now either click on an
- empty entry, press <keycombo
- action="simul">&Ctrl;&Ins;</keycombo>, or click
- <guibutton>New</guibutton> at the foot of the window. The &Up;
- and &Down; arrow keys let you navigate through the list. After
- pressing &Enter; or double-clicking on an entry, the transaction list displays
- the fields required to enter the transaction and waits for input.
+ To enter a new transaction into the ledger, you can either click on the empty entry
+ at the bottom of the ledger list, press <keycombo
+ action="simul">&Ctrl;&Ins;</keycombo>, or select the
+ <menuchoice><guimenu>Transaction</guimenu>
+ <guimenuitem>New transaction...</guimenuitem></menuchoice> menu item. To edit an
+ existing transaction, the &Up; and &Down; arrow keys let you navigate through the
+ list. After pressing &Enter; or double-clicking on an entry, the transaction list
+ displays the fields required to enter or edit the transaction.
+ <!-- FIXME: should we just say this is the floating transaction for or the
+ transaction form appears at the location of the transaction in the list
+ instead of at the bottom of the list? -->
</para>
<para>
- To move through the fields press the key and when done
- press &Enter; to save the changes or &Esc; to
- cancel.
+ To move through the fields press the key and when done press &Enter; to save
+ the changes or &Esc; to cancel.
</para>
<para>
In case the option <guilabel>Use Enter to move between fields</guilabel> is
- selected, the &Enter; key moves to the next field just as the
- key except for the last entry field where it saves the
- data.
+ selected, the &Enter; key moves to the next field just as the key except for
+ the last entry field where it saves the data.
</para>
<para>
- Which method you use to enter transactions is up to you and is a matter of
- personal preference.
+ Which method you use to enter transactions is up to you and is a matter of personal
+ preference. As with many applications, there are almost always multiple ways to
+ accomplish any particular task.
</para>
</sect2>
</sect1>
@@ -464,196 +531,242 @@
<title id="details.ledgers.split.title">Split Transactions</title>
<para>
- The Split transaction feature allows you to divide up a transaction into
- multiple categories, representing, for example, the different items bought
- with a single purchase at a store.
-</para>
+ The split transaction feature allows you to divide up a transaction into multiple
+ categories, representing, for example, the different types of items bought with a
+ single purchase at a store.
+</para>
+
+<!-- FIXME: Need to note you cas assign a payee in the split editor, and it (?) shows
+ up in the memo columne, which needs to be fixed.
+ Also need to mention th new buttons: Merge, Delete (different from Delete 0 -->
+
+<para>
+ A transaction always contains one or more splits. Each split represents money
+ moving into or out of a sigle account.
+ <!-- FIXME: Is there somewhere else this can refer to which explains in any more
+ detail what can and can't be split, and the possibility of a transaction with
+ only one split for adding or removing shares. We also need a place to
+ explaint currency conversion, and how it relates to currencies. -->
+ Most of the time, a transaction contains exactly two splits, one for the account
+ the money is coming from and the other for the account the money is going to. The
+ term <quote>Split Transaction</quote> is used when one side of the transaction is
+ further divided into more than one split. This is most commonly done when money
+ moves in or out of a typical bank account, but is allocated to more than one
+ category.
+</para>
<para>
- To enter a split transaction, using either the transaction form or the
- transaction list, start a new transaction, including entering the total
- amount. Then, instead of selecting a category, click the
- <guibutton>Split</guibutton> button to the right of the
- <guilabel>Category</guilabel> field. If you have already selected a category,
- that becomes the first entry in the split editor screen.
+ To enter a split transaction, using either the transaction form or the transaction
+ list, start a new transaction, including entering the total amount. Then, instead
+ of selecting a category, click the <guibutton>Split</guibutton><!-- FIXME: use
+ actual icon --> button to the right of the <guilabel>Category</guilabel> field. If
+ you have already selected a category, that becomes the first entry in the split
+ editor screen.
</para>
<para>
- In the split editor screen, double-click an empty line to enter a new
- sub-transaction or press <keycombo
- action="simul">&Ctrl;&Ins;</keycombo>. Specify the category,
- add an (optional) memo, and enter the amount. To save this part of the split,
- press the green check mark under the category. To cancel, press the red cross.
+ In the split editor screen, double-click an empty line to enter a new split or
+ sub-transaction or press <keycombo action="simul">&Ctrl;&Ins;</keycombo>. Specify
+ the category, add an (optional) memo, and enter the amount. To save this part of
+ the split, press the green check mark under the category. To cancel, press the red
+ cross.<!-- FIXME: the check and cross are in the second below shot, not the one
+ immediately below. Can we make this description closer to it's picture? -->
</para>
<para>
- After entering a split, the bottom of the split editor shows how much of the
- total transaction is still unassigned. After entering all the splits, press
- the <guibutton>OK</guibutton> button to save the entire transaction. If there
- is still an unassigned amount, you will be prompted to either return to
- editing the splits, change the total transaction amount, or leave part of the
- transaction unassigned.
+ After entering a split, the bottom of the split editor shows how much of the total
+ transaction is still unassigned. After entering all the splits, press the
+ <guibutton>OK</guibutton> button to save the entire transaction. If there is still
+ an unassigned amount, you will be prompted to either return to editing the splits,
+ change the total transaction amount, or leave part of the transaction
+ unassigned. <!-- FIXME: Have the check and cross been replaced with OK and Cancel
+ buttons? -->
</para>
<para>
- <screenshot>
- <screeninfo>Split with unassigned amount</screeninfo>
- <mediaobject>
- <imageobject>
- <imagedata fileref="split_unasigned.png" format="PNG" />
- </imageobject>
- <textobject>
+ <screenshot>
+ <screeninfo>Split with unassigned amount</screeninfo>
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="split_unassigned.png" format="PNG" />
+ </imageobject>
+ <textobject>
<phrase>Split with unassigned amount</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+ </textobject>
+ </mediaobject>
+ </screenshot>
</para>
<para>
- To redistribute an 'Unassigned' or 'Overassigned' amount, select a split item that has to be adjusted.
- After that click on a button <guibutton>Apply Difference</guibutton>.
- If 'Unassigned' was previously shown and non-zero, that amount will be added to the selected line item value.
- If 'Overassigned' was previously shown and non-zero, that amount will be subtracted from the selected line item value.
- As the result, the 'Unassigned' amount will be set to zero and a transaction could be saved
- successfully.
+ To redistribute an <quote>Unassigned</quote> or <quote>Overassigned</quote> amount,
+ select a split item that has to be adjusted. After that click the <guibutton>Apply
+ Difference</guibutton> button. If <quote>Unassigned</quote> was previously shown
+ and non-zero, that amount will be added to the selected line item value. If
+ <quote>Overassigned</quote> was previously shown and non-zero, that amount will be
+ subtracted from the selected line item value. As the result, the
+ <quote>Unassigned</quote> or <quote>Overassigned</quote> amount will be set to zero
+ and the transaction can be saved successfully.
</para>
<para>
- Note that the category field in the transaction form or the transaction
- list now displays <emphasis>Split transaction</emphasis>.
+ Note that the category field in the transaction form or the transaction list now
+ displays a comma separated list of the categories in each of the split entries.
</para>
<para>
- <screenshot>
- <screeninfo>Split transactions</screeninfo>
- <mediaobject>
- <imageobject>
+ <screenshot>
+ <screeninfo>Split transactions</screeninfo>
+ <mediaobject>
+ <imageobject>
<imagedata fileref="split_transaction.png" format="PNG" />
- </imageobject>
- <textobject>
+ </imageobject>
+ <textobject>
<phrase>Split transaction</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+ </textobject>
+ </mediaobject>
+ </screenshot>
</para>
-
</sect1>
-<sect1 id="details.ledger.edit">
+<sect1 id="details.ledger.actions">
+<title>Other transaction actions</title>
+
+<sect2 id="details.ledger.edit">
<title>Editing transactions</title>
<para>
To edit a transaction, select it in the list view and either click on
- <guibutton>Edit</guibutton> in the transaction form or right-click on the
- entry and select <guimenuitem>Edit</guimenuitem> from the popup menu. If you
- are editing transactions directly in the list you can edit the transaction
- simply by double-clicking on an entry or by pressing &Enter; when a
- transaction is highlighted.
+ <guibutton>Edit</guibutton> in the transaction form or right-click on the entry and
+ select <guimenuitem>Edit</guimenuitem> from the popup menu. If you are editing
+ transactions directly in the list you can edit the transaction simply by
+ double-clicking on an entry or by pressing &Enter; when a transaction is
+ highlighted.
</para>
-</sect1>
+</sect2>
-<sect1 id="details.ledger.delete">
+<sect2 id="details.ledger.delete">
<title>Deleting transactions</title>
<para>
- To delete a transaction, select it in the list view, right-click on the entry,
- and select <guimenuitem>Delete</guimenuitem> from the popup menu when it
- appears, or click <guibutton>Delete</guibutton> on the transaction form.
+ To delete a transaction, right-click it in the list view and select
+ <guimenuitem>Delete</guimenuitem> from the popup menu when it appears, or click
+ <guibutton>Delete</guibutton> on the transaction form.
</para>
-</sect1>
+</sect2>
-<sect1 id="details.ledgers.match">
+<sect2 id="details.ledgers.match">
<title id="details.ledgers.match.title">Matching Transactions</title>
<para>
Generally, when you import transactions, either via QIF, OFX, or HBCI, &kmymoney;
- will automatically attempt to match them against existing transactions. To
- allow for differences in the dates, there is a default setting of 4 days,
- which may be changed in the settings - Register/Import. Any transactions so
- matched will be highlighted in green. On completion of the import, you should
- review these and either accept or unmatch them.
-</para>
-
-<para>
- If you should find that an imported transaction was not automatically matched
- with an existing transaction when it should have matched, then it is possible
- to match them manually. Note there is a difference between manually
- matching two transactions and simply deleting one of them, even though they
- may appear to have the same effect. Specifically with OFX or HBCI, it is
- important not to delete the imported transaction, because you will find that
- the next time you import your transactions, the deleted transaction may show up
- again. This is because modern import formats like OFX and HBCI use a
- <quote>Transaction ID</quote> to identify transactions. When you delete the
- imported transaction, the transaction ID goes with it, so the importer has no
- way to know this transaction was already imported.
+ will automatically attempt to match them against existing transactions. To allow
+ for differences in the dates, there is a default setting of 4 days, which may be
+ changed in the settings - Register/Import. <!-- FIXME: make proper link --> Any
+ transactions so matched will be highlighted in green. <!-- FIXME: confirm the color
+ highlight --> On completion of the import, you should review these and either
+ accept or unmatch them.
+</para>
+
+<para>
+ If you find that an imported transaction was not automatically matched with an
+ existing transaction when it should have matched, then it is possible to match them
+ manually. Note there is a difference between manually matching two transactions
+ and simply deleting one of them, even though they may appear to have the same
+ effect. Specifically with OFX or HBCI, it is important not to delete the imported
+ transaction, because you will find that the next time you import your transactions,
+ the deleted transaction may show up again. This is because modern import formats
+ like OFX and HBCI use a <quote>Transaction ID</quote> to identify transactions.
+ When you delete the imported transaction, the transaction ID goes with it, so the
+ importer has no way to know this transaction was already imported.
+</para>
+
+<para>
+ If this happens, the solution is to tell &kmymoney; that the transactions are the
+ same, using the manual matching interface. This allows you to match an imported
+ transaction with a hand-entered (non-imported) transaction. To do so, select one
+ of the transactions to be matched by clicking on it, then select the other by left
+ clicking on it while pressing the <keycap>&Ctrl;</keycap> key, and then select
+ <guimenuitem>Match</guimenuitem> from the context menu. This will match and
+ combine the two transactions. The values of both transactions must be the
+ same for the match to work, except that the dates may differ by the window
+ specified in the settings, as described above.
+</para>
+
+<para>
+ <!-- FIXME: get screenshot and confirm this description -->
+ Since the value is the only field in the two transaction which must absolutely be
+ the same, the value of other fields may differ. When you select
+ <guilabel>Match</guilabel>, you will see a <guilabel>Match Transactions</guilabel>
+ dialog. This dialog allows you to choose which of the two transactions is used as
+ the source of the other fields in the matched transaction. Note that if one of the
+ transactions is imported, the date of that transactoin will always be used in the
+ matched transaction, even if all other fields are taken from the non-imported
+ transaction.
</para>
<para>
- The solution is to tell &kmymoney; that the transactions are the same, using
- the manual matching interface. This allows you to match an imported
- transaction with a hand-entered (non-imported) transaction. To do so, select
- one of the transactions to be matched by clicking on it, then select the other
- by left clicking on it while pressing the &Ctrl; key, and then select
- <guimenuitem>Match</guimenuitem> from the context menu. This will match and
- combine the two transactions together. The values of both transactions must be
- the same for the match to work, except that the dates may differ by the window
- specified in the settings, as described above. If you are happy with the
- result, right-click the matched transaction, then select
- <guibutton>Accept</guibutton>.
+ If you are happy with the status of the match dialog, right-click the matched
+ transaction, then select <guibutton>Accept</guibutton>.<!-- where do you really right-click,
+ as you see the match dialog -->
</para>
<para>
- During import of online statements, either directly or by importing a
- downloaded file, &kmymoney; performs matching as best as it can based on the
- name of the payee and the amount of the transaction. In case of an invalid
- match, a matched transaction can be unmatched.
+ During import of online statements, either directly or by importing a downloaded
+ file, &kmymoney; performs matching as best as it can based on the name of the payee
+ and the amount of the transaction. In case of an invalid match, a matched
+ transaction can be unmatched.
</para>
<note>
<para>
- The matching interface will not allow you to match two transactions which
- have both been imported. Likewise, it won't allow matching between two
+ The matching interface will not allow you to match two transactions which have
+ both been imported. Likewise, it also will not allow matching between two
transactions which have both been entered by hand.
</para>
</note>
+</sect2>
</sect1>
<sect1 id="details.ledgers.cleared">
<title>Understanding the State of a transaction</title>
<para>
- A transaction can have one of three states: non-reconciled (blank), cleared
- (C), or reconciled (R). When a transaction is entered, it has state of
- non-reconciled. Once the bank posts the transaction, the user can clear it
- and thus transform it to state (C). When you receive a statement from the
- bank, all cleared transactions should be on the statement.
+ The process of reconciling accounts is discussed <link
+ linkend="details.reconcile">later in the handbook</link>. For now, it is only
+ important to know that transaction can have one of three states: non-reconciled
+ (blank), cleared (C), or reconciled (R). When a transaction is entered, it has
+ state of non-reconciled. Once the bank posts the transaction, the user can mark it
+ as cleared and thus transform it to state (C).
</para>
<para>
- <screenshot>
- <screeninfo>Understanding the cleared state</screeninfo>
- <mediaobject>
- <imageobject>
+ <screenshot>
+ <screeninfo>Understanding the cleared state</screeninfo>
+ <mediaobject>
+ <imageobject>
<imagedata fileref="cleared_state.png" format="PNG" />
- </imageobject>
- <textobject>
+ </imageobject>
+ <textobject>
<phrase>cleared state</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+ </textobject>
+ </mediaobject>
+ </screenshot>
</para>
<para>
- When you <link linkend="details.reconcile">reconcile</link> your account, you
- actually mark the statements as cleared and check that the difference between
- the beginning balance and the cleared transactions equals the ending balance
- of the statement. When this is the case, you can 'finish reconciling' which
- actually changes the state of all cleared transactions (C) to reconciled (R).
+ When you receive a statement from the bank, all cleared transactions should be on
+ the statement. When you reconcile your account, you confirm that the transactions
+ marked Cleared and the transactions listed on the statement are the same, and that
+ the difference between the beginning balance and the cleared transactions equals
+ the ending balance of the statement. When this is the case, you can 'finish
+ reconciling' which changes the state of all cleared (C) transactions prior to the
+ date of reconciliation to reconciled (R).
</para>
<para>
- If you try to edit a transaction with at least one split marked as reconciled
- (R), you will be warned.
+ If you try to edit a transaction with at least one split marked as reconciled (R),
+ you will be warned. There is a further discussion about why this is important in
+ the section on Reconciliation. about
</para>
</sect1>
@@ -661,116 +774,111 @@
<title>Changing Transaction Settings</title>
<para>
- There are several options that change the appearance and behavior of the
- Ledger view in terms of transactions. These settings are found by selecting
- <guimenu>Settings</guimenu><guimenuitem>Configure &kmymoney;</guimenuitem>
- from the menu bar, and selecting the <guiicon><inlinemediaobject><imageobject>
- <imagedata fileref="ledgers_view.png" format="PNG"/></imageobject>
+ There are several options that change the appearance and behavior of the Ledger
+ view in terms of transactions. These settings are found by selecting
+ <guimenu>Settings</guimenu><guimenuitem>Configure &kmymoney;</guimenuitem> from the
+ menu bar, and selecting the <guiicon><inlinemediaobject><imageobject> <imagedata
+ fileref="ledgers_view.png" format="PNG"/></imageobject>
</inlinemediaobject></guiicon> ledger icon from the list on the left.
</para>
<para>
- Most of the settings are self explanatory. For clarity, several of the
- settings are explained below.
+ Most of the settings are self explanatory. The section linked above has a more
+ detailed explanation of each of the settings. Some of these settings have already
+ been mentions, but for clarity, several of them are explained briefly below.
+
</para>
<!-- FIXME - if these are explained in the chapter on settings, just refer to that
as is done above, and don't duplicate here. Leaving for now, but should clean
- up later. -->
+ up later. *** started simplifyiing here, but not done 20230904 JHO -->
-<itemizedlist>
- <listitem>
- <para>
- Show transaction form (under the Display tab) - toggle to hide the
- transaction form at the bottom of this screen. Transactions can still be
- entered directly into an empty line at the end of the transaction list,
- through an automatic compact entry area.
- </para>
- </listitem>
-</itemizedlist>
+<formalpara><title>Show transaction form</title>
+<para>
+ This setting is under the Display tab in the settings dialog: toggle to hide the
+ transaction form at the bottom of the Ledger View. Transactions can still be
+ entered directly into an empty line at the end of the transaction list, through an
+ automatic compact entry area.
+</para>
+</formalpara>
<para>
These images show what direct transaction entry looks like compared to the
transaction form.
</para>
-<para>The transaction form</para>
+<para>The transaction form:
-<para>
- <screenshot>
- <screeninfo>The transaction form</screeninfo>
- <mediaobject>
- <imageobject>
- <imagedata fileref="transactionform.png" format="PNG" />
- </imageobject>
- <textobject>
- <phrase>Transaction form</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+<screenshot>
+ <screeninfo>The transaction form</screeninfo>
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="transactionform.png" format="PNG" />
+ </imageobject>
+ <textobject>
+ <phrase>Transaction form</phrase>
+ </textobject>
+ </mediaobject>
+</screenshot>
</para>
-<para>Transactions entered directly</para>
+<para>Transactions entered directly
-<para>
- <screenshot>
- <screeninfo>Transactions entered directly</screeninfo>
- <mediaobject>
- <imageobject>
- <imagedata fileref="transactionform-off.png" format="PNG" />
- </imageobject>
- <textobject>
- <phrase>Direct input</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+<screenshot>
+ <screeninfo>Transactions entered directly</screeninfo>
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="transactionform-off.png" format="PNG" />
+ </imageobject>
+ <textobject>
+ <phrase>Direct input</phrase>
+ </textobject>
+ </mediaobject>
+</screenshot>
</para>
-<itemizedlist>
- <listitem>
- <para>
- Keep changes when selecting a different transaction/split - by selecting
- the next line in the transaction list or split editor, the changes are
- kept, instead of the default behavior where you have to push the green
- check mark to save changes.
- </para>
- </listitem>
-</itemizedlist>
+<formalpara><title>Keep changes when selecting a different transaction/split</title>
+<para>
+ By selecting the next line in the transaction list or split editor, the changes are
+ kept, instead of the default behavior where you have to push the green check mark
+ to save changes.
+</para>
+</formalpara>
</sect1>
<sect1 id="details.ledgers.other">
-<title id="details.ledgers.other.title">Other Functionality</title>
+<title id="details.ledgers.other.title">Other Transaction Functionality</title>
<para>
- Additional options are available from the <guimenu>Transaction
- Options</guimenu> menu, accessed by right-clicking any transaction in the
- list.
+ Additional options are available from the <guimenu>Transaction Options</guimenu>
+ menu, accessed by right-clicking any transaction in the list.
</para>
<para>
- <screenshot>
- <screeninfo>The transaction options sub-menu</screeninfo>
- <mediaobject>
- <imageobject>
+ <screenshot>
+ <screeninfo>The transaction options sub-menu</screeninfo>
+ <mediaobject>
+ <imageobject>
<imagedata fileref="ledger_more.png" format="PNG" />
- </imageobject>
- <textobject>
+ </imageobject>
+ <textobject>
<phrase>Transaction options</phrase>
- </textobject>
- </mediaobject>
- </screenshot>
+ </textobject>
+ </mediaobject>
+ </screenshot>
</para>
<para>
Options include jumping to the Payees view for the Payee in the transaction,
- creating a schedule, and changing the reconciled or cleared status.
+ jumping to the ledger view for another account in the transaction, creating a
+ schedule based on this transaction, and changing the reconciled or cleared status.
</para>
<para>
- To edit the account information from the ledger view, select
- <guimenu>Account</guimenu> from the menu bar. From the <guimenuitem>Edit
- Account...</guimenuitem> menu item, you can change the account details. There
- is also a menu item to bring up the Reconcile menu, which allows you to match
+ To edit the account information from the Ledger View, select
+ <guimenu>Account</guimenu> from the menu bar. From the <guimenuitem>Edit
+ Account...</guimenuitem> menu item, you can change the account details. There is
+ also a menu item to bring up the Reconcile menu, which allows you to match
transactions against an official bank statement or credit card notice.
</para>
</sect1>
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