Listing all transactions. Sharp OZ-5600

+ When editing text fields or the amount, you can use

NEW to clear the field before typing in new text.

3.

Press ENTER to store the edited transaction entry, or CANCEL to discard the changes.

When ENTER is pressed, a message indicating the entry has been successfully stored briefly appears. The transaction is then displayed in View mode.

Listing all transactions

Although every transaction must be assigned to a specific account, the Money Tracking application allows you to view summaries of all transactions in date order, regardless of the account to which they belong.

1.

Press MONEY TRACKING repeatedly until “ALL” appears in place of an account name.

+ If you pass the ALL display by mistake, press 2nd

MONEY TRACKING to move through the accounts in the reverse order.

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A summary of all transactions appears in Index mode, with one line per transaction.

If you are currently in transaction View mode, you can jump directly to the ALL account transaction view by pressing CANCEL .

2.

Press ' to view those transaction details that cannot fit on the display. Press § to redisplay the original group of transaction details.

3.

If necessary, use

¶

and

˜

to scroll the display up and down to display any additional transactions that may not fit onto the display.

A closer look at Money Tracking transactions

Each Money Tracking entry contains certain fields with special functions to allow the user to control the exact status of transactions requiring further processing.

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* CLEARED - Indicates the status of the transaction with the bank or credit card company. The options are NOT

CLEARED, CLEARED and RECONCILED. Using the example of a checking account, when you write a check the status is NOT CLEARED. After the check returns to your bank and the money has been withdrawn from your account, the check status is CLEARED. When you receive your statement from the bank and you reconcile

the statement with your records, the transaction becomes RECONCILED.

The OZ-5600 can handle these steps for you. When you create a transaction, the default is NOT CLEARED.

When you receive your statement from the bank, you may perform the account balancing procedure on the

OZ-5600. The first step is to verify that the transactions listed on the statement agree with the transactions listed in the OZ-5600. During this step of the Account

Balancing procedure, the transactions are marked as

CLEARED. When all the transactions have been correctly marked and the account is balanced, the status is automatically changed to RECONCILED. (See

Account Balancing p.152)

* SPECIAL - allows you to provide additional information to describe the purpose of the transaction (up to 27 characters). These transactions can later be accessed as a group using the Filter function. For example, to track all business expenses for a certain client you may put the client’s name in SPECIAL and later use the

Filter function to list all the transactions for the client.

SPECIAL could also be useful for business people and others who incur regular expenses for which they are reimbursed at a later date. After you incur a business expense, you usually need to submit an expense claim in order to be reimbursed later. When entering a transaction for a business expense, you could set this field to NOT SUBMITTED. Once you submit your expense claim, you can update this to SUBMITTED, to reflect the change. When the expense is later settled and you receive payment, you can update the field to indicate that you have been REIMBURSED.

To make this even easier, you could set up the words

NOT SUBMITTED, SUBMITTED and REIMBURSED using the WORD key. You could then recall these words easily when tracking the progress of your expense claim.

¤ Refer to the WORD key function (p.164) for more details.

Using the Filter to display selected transactions

The Filter function allows you to see only those transactions that meet selection criteria that you specify.

This makes it faster and easier to access the information that you want.

Transactions may be filtered by any or all of the following fields: Account, (within a) date range, Payee name,

Category, Memo, Cleared status, Special and Secret status.

To activate the Filter:

1.

Press MENU twice to open the PREFERENCES menu, select SET FILTER STATUS and press

ENTER .

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7

The TURN ON FILTER window appears.

2.

To specify only transactions from a particular account, press ˜ and select the desired account.

Select ALL (which is the default) to indicate that the selected transactions can be from any account.

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3.

Specify any other fields for the remainder of the selection criteria, then press ENTER .

The message “Filtering...” appears briefly. All transactions that satisfy the selection criteria are then displayed in Index mode. Since the total balance shown at the top of screen is for Filtered transactions only, it is labeled FILTERED.

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+ Note that in the CLEARED field, the pop-up menu contains items which do not appear when entering

Money Tracking transactions. These extra items represents a combination of possible values for the field, allowing the user to specify more than one value for the selection criteria.

If a Category used for the Filter selection criteria occurs as one of the Split components of a transaction amount, the entire transaction amount will be added to the Filtered

Balance, not just the split amount corresponding to the selected Category.

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= NOT CLEARED

+ CLEARED

A date range may be used to make the Filter selection more specific. The FROM date is the date at which the

Filter selection should start. The TO date is the latest date at which the Filter should end. Either field may be left blank to allow the Filter to have no starting or ending date limit.

+ Note that the more detailed the selection criteria (ie.

the more fields you specify for the Filter), the more selectively the Filter will operate and the quicker you will find the information you are looking for. However, if you specify more than one selection criterion, any filtered items will have to meet all of the selection criteria, not just any of them.

4.

To display a particular transaction in View mode, select the transaction and press ENTER .

The selected transaction appears in View mode. The word

FILTERED appears in the top-right of the screen to remind you that a filter is in effect.