ACCOUNT BALANCING command is faded out, indicating it cannot be selected.

2.

Select POSTPONE BALANCING and press ENTER .

You can also use the keyboard shortcut 2nd Y to initiate POSTPONE BALANCING.

+ If you Postpone balancing after already marking some transactions as Cleared, their Cleared status will be preserved when you reinitiate account balancing. The

Cleared transactions will still be marked as Cleared.

154

Balancing the account and reconciling the transactions

When you are satisfied that all data in the statement has been checked and all appropriate transactions marked as

Cleared:

1.

Press MENU .

The Money Tracking menu appears.

2.

Select FINISH BALANCING and press ENTER

You can also use the keyboard shortcut 2nd R to initiate FINISH BALANCING.

+ The commands FINISH BALANCING and

POSTPONE BALANCING cannot be selected from the menu unless ACCOUNT BALANCING has already been carried out.

The Organizer then calculates the sum of the transactions marked CLEARED, and compares this to the difference between the START BAL and END BAL (given in page 153 above).

If there is no difference, this means the account has been balanced successfully. A congratulations message is displayed. (If a difference was detected, see “Handling unbalanced accounts” below.)

#7-1-23

3.

Press ENTER to acknowledge this message.

The display returns to the Index view for the account. All transactions which were marked as CLEARED (C) are now marked as RECONCILED (R), indicating that they have been reconciled. The account balancing process is now complete.

#7-1-24

Handling unbalanced accounts

When the sum of the cleared transactions does not equal the difference between the START BAL and the END BAL amounts, this means that the account is out of balance and the account’s transactions have not been correctly reconciled. The Organizer indicates this has occurred, but it is up to the user to locate and rectify the cause of the problem.

If a difference was detected:

A warning message is displayed to informing the user of the problem, together with the amount of the discrepancy.

1.

Select the desired option and press ENTER :

POSTPONE – returns to the account’s index view. All transactions are displayed. The Balancing operation is terminated.

RETURN TO BALANCING – returns the user to the account Index view to recheck the CLEARED transactions.

ADJUST BALANCE – the Organizer asks for confirmation that an adjustment transaction should be created. The

PAYEE of the account is given as <ADJUSTMENT>, and the amount necessary to balance the account is shown in the AMOUNT field.

2.

Press Y to proceed with creating this special transaction to balance the account (or N to reselect an option from the list in step 2 above).

+ When the adjustment transaction is created, all other fields in the transaction are blank, except for: DATE =

(today’s date), ACCOUNT = (currently selected account), TYPE = (depends on whether the amount is credit or debit), CLEARED = “R”.

A final message appears asking the user to confirm to creation of the adjustment transaction.

3.

Press Y to proceed with creating this transaction to balance the account (or N to reselect an option from the list in step 2 above).

The adjustment transaction is created automatically. A message of congratulations appears, informing the user that the account is now balanced.

4.

Press ENTER to acknowledge this message.

The display returns to the Index view for the account. All transactions which were marked as CLEARED (C) are now marked as RECONCILED (R), indicating that they have been reconciled. The account balancing process is now complete.

7

155

Removing transactions after account balancing

Since the Organizer contains limited memory capacity, it is important to delete unwanted or out-of-date data from the

Money Tracking application just as for other applications.

However, one important advantage to having

RECONCILED transactions is that they are probably no longer required, since they have all be successfully accounted for. The Money Tracking applications offers a useful facility of removing RECONCILED and/or other transactions after adding their total value to the existing

OPENING BALance to create a new OPENING BALance.

This opening balance will be used the next time account balancing is performed.

+ Since transactions cannot be retrieved once they are removed or deleted, you may want to store or back up the transactions before removing them by transferring them to a PC or even printing out the details.

156

To remove transactions:

1.

Select REMOVE TRANSACTIONS from the Money

Tracking application menu, then press ENTER .

The REMOVE TRANSACTIONS window appears.

2.

In the ACCOUNT field, press ˜ and select the account in which you want to remove transactions, or select ALL to remove transactions from all accounts.

Press NEXT .

3.

In the BEFORE field, enter the date before which you want to remove transactions. You can either enter the date directly from the keyboard or press ˜ and use the arrow keys to select the date from the pop-up calendar. Press NEXT .

+ Transaction on or after the date you specify in the

BEFORE field will not be removed. For example, if you specify BEFORE 1/1/97, then transactions up to and including 12/31/96 will be removed.

4.

In the CONDITION field, specify the types of transactions you wish to remove, according to their status. Press ENTER .

Note the default is REMOVE RECONCILED.

+ Note that while the removal of transactions maintains the correct overall account balance, this is completely different from deleting transactions, which causes the balance to be reduced accordingly.

When the Organizer is Locked

Like most other applications within the Organizer, the

Money Tracking application allows you to define certain information as Secret, so that it will be subsequently hidden when the Organizer is Locked. However, locking the

Organizer causes certain changes to the Money Tracking application’s behavior. These changes are discussed below.

Transaction view

When the Organizer is in its Unlocked state, any transactions that have been marked as Secret are marked with an asterisk in the top left corner of the display. When the Organizer is Locked, Secret transactions are hidden from view and therefore cannot be accessed at all.

Account list

When the Organizer is Locked, all account balances and the total balance shown on the ACCOUNT LIST are hidden.

Instead, the balance is shown as ##,###,###.## appears.

The account balances cannot be viewed until the Organizer is Unlocked.

Also, certain operations on particular accounts are not allowed (such as editing or deleting). A warning message is displayed if they are attempted while the Organizer is locked. However, new accounts can be set up (by pressing

NEW ) and the full details entered.

Transaction Index view

This view shows summary details of individual transactions, after selecting a particular account from the account list.

When the Organizer is Locked, any transactions which were previously marked as Secret are hidden from view.

Since some transactions may be hidden, the total balance usually given at the top of the list cannot be given, and instead shows ##,###,###.## when the Organizer is locked.

This reminds the user that there may be hidden transactions whose balances are not available.

+ When the Organizer is Locked, all balances are given as ##,###,###.##, even if there are no transactions for that account that are actually marked as Secret and therefore hidden.

The maximum amount that can be displayed in the balance field is 99,999,999.99. However, if the total balance exceeds this amount, an overflow occurs and the balance appears as **,***,***.** to indicate the total amount cannot be displayed.

Deleting Money Tracking entries

Deleting transactions allows the user to erase unwanted transactions. Use REMOVE TRANSACTIONS to get rid of old transactions that were valid but are no longer required

(usually after Account Balancing). Use DATA DELETION for a transaction that is not valid (eg. duplicate transactions, voided checks and transactions entered incorrectly or by mistake). When a transaction is deleted, its amount is deducted from the account balance, as if it never existed.

But when a transaction is Removed, the account’s current balance does not change.

Deleting single entries

1.

In Index mode for the account, select the transaction to be deleted.

157

7

2.

Press MENU , select DATA DELETION and press

ENTER .

The Data Deletion submenu opens.

3.

Highlight SELECTED ENTRY and press ENTER .

A confirmation message appears, asking if you are certain you want to delete the selected entry.

4.

Press Y to delete (or N to cancel the deletion).

If Y was pressed, the entry is deleted. The message

“Deleted!” appears briefly. The display is updated by removing the deleted entry.

+ You can also delete individual transactions easily by selecting the transaction in Index mode or displaying it in View mode, then pressing DEL .

Deleting all transactions within an account

1.

From the Index view of the corresponding account, press MENU , select DATA DELETION and press

ENTER .

The Data Deletion submenu opens.

2.

Select ALL IN SELECTED ACCOUNT and press

ENTER .

A deletion confirmation message is displayed.

158

3.

Press Y to delete all the transactions in the account (or N to cancel without deleting).

The message “Deleted!” appears briefly. The display is updated to show the appropriate entries have been deleted.

Deleting Filtered transactions

When the Filter is turned on, only certain transactions

(those meeting the current Filter selection criteria) are displayed. To delete only these filtered transactions:

1.

Press MENU , select DATA DELETION and press

ENTER .

The DATA DELETION submenu appears.

2.

Select ALL FILTERED ENTRIES then press ENTER .

A deletion confirmation message appears. Press Y to delete (or N to cancel). The Filtered transactions are deleted from the Organizer. The message "Deleted!" appears briefly. The Index view for the account is displayed, showing that the Filtered transactions have been deleted.

+ This command is only available when the Filter is in effect. The Filter function is automatically canceled when Filtered transactions are deleted by the above procedure.

Deleting all transactions

1.

Press MENU , Select DATA DELETION and press

ENTER .

The DATA DELETION submenu is displayed.

2.

Select ALL TRANSACTIONS and press ENTER .

A confirmation message appears to ask if you are certain you wish to delete all the transactions.

3.

Press Y to confirm or N to cancel the operation.

If Y was pressed, the message “Deleted!” appears briefly and all transactions are deleted.

Deleting all categories

You can delete all Money Tracking categories if they are not being used by transactions entries.

1.

Press MENU , select DATA DELETION and press

ENTER .

The DATA DELETION submenu appears.

2.

Select ALL CATEGORIES and press ENTER .

A deletion confirmation message appears.

3.

Press Y to proceed with deletion (or N to cancel).

All preset and user-defined categories are deleted.

+ Note that Categories cannot be deleted if they are currently being used by transaction entries.

Deleting all Money Tracking accounts

This command is used to delete all Money Tracking accounts and any transactions they contain. If you issue this command, you will lose all your Money Tracking information.

1.

Press MENU , Select DATA DELETION and press

ENTER .

The DATA DELETION submenu appears.

2.

Select ALL MONEY TRACKING FILES and press

ENTER .

A confirmation message appears asking if you are certain you want to delete all Money Tracking files (accounts).

3.

Press Y to delete or N to cancel the operation.

If Y was pressed, all Money Tracking accounts, transactions and Categories are deleted.

7

159

160

Money Tracking application menu

Lists existing accounts and allows accounts to be added or updated.

Allows Categories to be added, edited, selected and deleted, and preset categories to be reloaded.

Commences account balancing by allowing transactions to be marked as

Cleared.

Determines whether account is in balance and if so, marks cleared transactions as

Reconciled.

Cancels account balancing until a later time but preserves changes already made.

Deletes transactions marked as Reconciled after account balancing but while maintaining total balance.

Selects the specific entries for deletion (see p.157).

CHAPTER 8

Features and Utilities for Added Power

I n addition to its basic functions, the Organizer also provides an wide range of utilities and features to give you even greater control over your information. This chapter introduces and describes these features, which include text cutting, copying, and pasting, filtering of selected entries, and many more. Most people will not need to use all of these features on a daily basis.

You can pick and choose from among them to find the features that best suit your current task and your own way of working.

In general, all of the Organizer’s applications share the features explained in this chapter, while exceptions are clearly noted.

Copying or Moving Blocks of Text

The Organizer lets you cut, copy, or paste blocks of text.

The first step in cutting, copying, and pasting is to select the block of text you want to work with.

Text that has been cut or copied is stored on the unit’s internal clipboard. Only one block of text can be stored in the clipboard at a time, and it will remain there until a new block of text is cut or copied. There is no limit to the number of times you can paste the same text from the clipboard.

You can copy or move blocks of text in virtually any application.

1.

Select an entry in its application’s Index mode then display it in Edit mode.

2.

Make sure the cursor is placed at the start of the text you want to select.

3.

Hold down while moving the cursor across the desired text to select it.

4.

Press 2nd CUT to move the selected text to a new location (ie. remove it from its original location).

Press 2nd COPY if you want to make a copy of the text

(and leave the original text unchanged).

The selected text is stored in the clipboard.

8

161