Introduction

The User’s guide includes basic information, concepts and principles of working with the RollingCoin application. Read the application help for information about specific aspects of the software.

It is possible to download the test agenda for exploring the capabilities of the application as well.

Agenda

RollingCoin is for those who want to keep track of finances. Data is stored in the Agendas, which are saved into Storage. The storage folders can be set in the application options.

Because financial data is highly sensitive, RollingCoin uses the modern AES-256 method of data encryption. Even though this capability is optional, it is recommended to secure data with a strong password.

Although it is possible to enter the data manually, it is advisable to import data from internet banking or for example from a spreadsheet. It saves a lot of work.

It is necessary to have good data structure for a proper financial overview in the Agenda. The application is equipped with the useful features, which most actions automate and then it is required to set only minor parts of the data.

Content

Transfers

Accounts

Categories

Sections

Tree structure

Icons

Automation

Mathematical expressions

Examples of administration of financial situations

Ordinary expenditure and revenue

Income and expenses in cash

Prearranged transfers

Purchase and sale of property

Purchase and sale of investments

Bank loan

Cash loan

Transfer import

Import from HTML statements example

Example of importing from a PDF

Spreadsheet import example

Import the transfers from file

Final recommendations for data import

Statistics

Multiuser access

Transfers

The transfer of money is of course a fundamental part of the Agenda. The transfers are shown in the Transfers view of the main window of the application. There it is possible to filter and edit the list of transfers.

Accounts

Money transfers are done between two agenda accounts. The accounts do not only represent bank and credit card accounts, but in general the financial partners with whom money is exchanged. The most important characteristics of the accounts are its type, which can be "Agenda" or "External". According to the account type these situations may arise:

Source account type	Destination account type	Transfer type
Agenda	External	Expenditure
External	Agenda	Income
Agenda	Agenda	Only transfer
External	External	Senseless transfer

Income and expenditure of the Agenda therefore depends on the settings of the account type.

The balance is part of the list of transfers, where the transaction is included in the agenda's balance. In the case of expenditures an amount is debited, in the case of income the amount is credited and in the case of a transfer the balance remains unchanged.

If you are filtering a list of transfers by accounts selection, then a list is restricted for selected accounts and calculating the balance is changed as well. The balance is calculated relative to the selected accounts like this:

Source account selected	Destination account selected	Balance
Yes	Yes	Only transfer
Yes	No	Expenditure of accounts
No	Yes	Income of accounts
No	No	Not shown

Thus it is possible to have a virtual statement of an account, which could already be canceled.

Categories

An important aspect of each transfer is its description. RollingCoin uses for this purpose a category that describes the general nature of the money transfer. It is possible to name the transfer according to categories automatically. Of course there is the possibility of naming each transfer optionally, although a transfer remains in the selected category.

Sections

The next parameter of a transfer is the purpose for which the payment is made. Therefore, it is assigned a section to the transfer, which is a specific item included in the Agenda. Assigning a section enables tracking family expenses, total costs and income of owned property, etc.

Sections can also be measured by sales prices over time, so you can have an overview of asset values.

 

Each transfer can be divided into more combinations of category and section. This allows the user to divide the transfer as required.

Transfer with more items

Item description	Value
Source account:	Credit card
Destination account:	Department store
Amount:	100.00
Section (1):	My car
Category (1):	Spare part
Amount (1):	40.00
Section (2):	My house
Category (2):	Garden accessories
Amount (2):	60.00

Items of the transfer are automatically counted into the total amount of the transfer.

Tree structure

Accounts, categories and sections are organized in a tree structure, which helps with the transparency of data and allows searching for and selecting the items more efficiently.

To select an item it is possible to enter a part of its title, which is then automatically completed with a full name, and popup menu, where it is possible to select an item according to hierarchy or from the lists.

When the agenda is created the initial structure templates are selected. Most items are included and it is necessary to supplement only personal items such as bank accounts etc.

Icons

Each item of the tree structure is characterized by name and icon, which increases the transparency of the viewed data. The transfers of money obtain icons according to the category of the first item and can have custom icons as well as custom titles.

 It is possible to use custom icons instead of installed icons. The custom icons are stored in a folder which can be set up in options. For editing the icons it is suitable to use external icon editors (*.ico) as well as bitmap editors (*.bmp etc.). The recommended size of the bitmap icons is 96×96 pixels.

Automation

Filling in the data can be efficiently automated. According to one item others can be completed automatically. For this purpose links are used:

Item	Type of item	Links
Grocery	Account	category: Food and beverages; section: Family
School XY	Account	category: Tuition; section: Son
School AZ	Account	category: Tuition; section: Daughter
Bank deposit	Category	account: Wallet; section: –

A one-off restriction on using a single link can be done by holding down the Ctrl key when you exit the edited item or by setting the item properties.

 

When creating new tree items some initial properties (e.g. icon) are taken from the currently selected item. It can be efficiently utilized and a similar item can be selected before using a new command. Items can be duplicated as well, but it is necessary to pay attention to the possibility of copying recognition or notes!

When adding a new transfer, it is advisable to create a duplicate. Therefore, for the next transfer the only thing to change for the most part is the date. Each transfer has three dates: the date of transfer, the date of dispatch from the source account and the date of receipts to the destination account. These dates are preserved in ascending order. It is good to become aware when duplicating. When the items are duplicated from the history the date of transfer has to be changed and the rest of dates will be changed automatically. Likewise when the items are duplicated from the future the date of receipt has to be changed and the rest of dates will be changed automatically. The dates are filled in automatically for transfers from/to accounts for which the statements are not imported. A typical example is wallet, where all dates are same.

Additional possibility is creation of the items during import. More informations can be found in Transfer import chapter.

The initial agenda templates include not only interlinks of items, but the capabilities to recognize important commercial enterprises and institutions.

Mathematical expressions

Every amount in the agenda can be expressed by a mathematical expression. If you enter the character '=' at the start of the expression, then the expression will be retained. Otherwise the expression is evaluated but will not be retained.

It is possible to have an overview of how an amount was established by maintaining the mathematical expression. For example, regarding the sale value of property, real estate office commissions or other potential costs can be included like this:

950,000.00=1000000*95%

With the sale price of property 5 % will be deducted from the market-price and the commission of the real estate office.

Examples of administration of financial situations

Parts of some financial situations will be covered in this chapter. Because the Agenda is managed for your personal purposes and there are multiple options, it is possible that you will want to do things a little bit differently. But the way should always reach a good result in terms of income, expenditure and sale values of the sections in the Agenda.

Examples are always sorted in descending order by date. The program, of course, can sort the columns by discretion.

Ordinary expenditure and revenue

The most common financial situations are those that do not affect the property of the Agenda. There is a simplified list of the transfers of a family which has income from employment and uses one current account and one credit card.

Title	Section	From	To	Date	Amount	Balance
Credit card installment	-	Current account XY	Credit card XY	01/28/2015	480.00	1,120.00
Pine tree	Family house	Credit card XY	Hobby market	01/22/2015	-316.00	1,120.00
Food and beverage	Family	Credit card XY	Supermarket	01/17/2015	-154.00	1,436.00
Payment of rent	Family	Current account XY	Landlord XY	01/15/2015	-400.00	1,590.00
Salary	Father	Employer AZ	Current account XY	01/10/2015	500.00	1,990.00
Salary	Mother	Employer XY	Current account XY	01/10/2015	500.00	1,490.00
Food	Family	Credit card XY	Bakery	01/05/2015	-10.00	990.00
Initial deposit	-	Other people	Current account XY	01/01/1900	1 000.00	1,000.00

The initial deposit of the current account is included for the right balance of the account in cases when the whole history of the account is not available. Then follow payments by credit card, salaries and credit card installments. A user title can be used in cases of buying a pine tree, when the transfer category stays as "Plant".

As can be seen, the credit card installment does not affect the balance of the Agenda. This is because the "Current account XY" as well as "Credit card XY" are agenda type accounts and the transfer does not affect income and expenditure of the Agenda. Each transfer type is marked according to color in the table as well as in the application. The expenditures are red, incomes are green and transfers stay black.

When the list is reduced only to the credit card, a balance is related to "Credit card XY" like this:

Title	Section	From	To	Date	Amount	Balance
Credit card installment	-	Current account XY	Credit card XY	01/28/2015	480.00	0.00
Pine tree	Family house	Credit card XY	Hobby market	01/22/2015	-316.00	-480.00
Food and beverage	Family	Credit card XY	Supermarket	01/17/2015	-154.00	-164.00
Food	Family	Credit card XY	Bakery	01/05/2015	-10.00	-10.00

There is a credit card installment marked as an income, because the list is related to the selected account – "Credit card XY".

Income and expenses in cash

The Wallet account is introduced for cash transactions in the Agenda. It is used as well as other accounts in the Agenda, however statements are not available for this account. It is possible to keep the receipts, take a picture or make a note of the receipts on a mobile phone and then add them to Agenda (mobile wallet will be available in next version of the RollingCoin).

Cash payments in foreign currency

It can be used to create a foreign currency wallet account for cash transfers abroad and use the cash or the ATM withdrawal exchange rates for payments. Payments of the Agenda can look like this:

Title	Section	From	To	Date	Amount	Balance
…	…	…	…	…	…	…
Catering services	-	Wallet (EUR)	Cafe	10/2/2016	$(5.49)	$30,319.51
Withdrawals	-	Current account XY	Wallet (EUR)	10/1/2016	$112,00	$30,325.00
…	…	…	…	…	…	…

And a virtual statement for wallet (in Euro) can look like this:

Title	Section	From	To	Date	Amount	Balance
Catering services	-	Wallet (EUR)	Cafe	10/2/2016	€(4.90)	€95.10
Withdrawals	-	Current account XY	Wallet (EUR)	10/1/2016	€100,00	€100.00

Simplification of cash payments

If you don't want to keep track of your cash transfers in detail, it is possible to simplify transfers by adding an expense transfer to each withdrawal in same amount or by the rest of the cash in wallet for example like this:

Title	Section	From	To	Date	Amount	Balance
…	…	…	…	…	…	…
Other consumer goods	Me	Wallet	Other shops	3/2/2016	(100.00)	121,100.00
Withdrawals	-	Current account XY	Wallet	3/2/2016	100.00	121,200.00
…	…	…	…	…	…	…

Prearranged transfers

It is appropriate to prepare a transfer before importing in some cases. For example, when a payment is made by credit card and this one should be divided into more items. Then it is possible to add transfer forward and this one is linked when the credit card statement is imported. The transfer can look like this:

Item description	Value
Transfer date:	1.8.2016
From:
Account:	Credit card XY
Amount:	$103
Movement date:	(unassigned)
To:
Account:	Clothing store
Amount:	$103
Movement date:	(unassigned)
Items:
Section (1):	Me
Category (1):	Clothes
Amount (1):	$40
Section (2):	Me
Category (2):	Footwear
Amount (2):	$63

It is important to assign the date of transfer only, a date of shopping in this case, and keep the account dates unassigned. This prearranged transfer is linked with an imported transfer by date, amount and account.

Purchase and sale of property

If something is purchased that is not purely consumer goods, the payment of the money is not expenditure only, but on the contrary, it may be a benefit of the Agenda. A typical example is the purchase of property that can change value over time according to the situation on the market. Items related to property would be as follows:

Title	Section	From	To	Date	Amount	Balance
Real estate commission	Realty XY	Current account XY	Other commercial enterprises	03/26/2016	-55,000.00	43,000.00
Sale of real estate	Realty XY	Other people	Current account XY	03/25/2016	1,100,000.00	98,000.00
Property tax	Realty XY	Current account XY	Country	01/01/2015	-1,000.00	-1,002,000.00
Property tax	Realty XY	Current account XY	Country	01/01/2014	-1,000.00	-1,001,000.00
Purchase of realty	Realty XY	Current account XY	Other people	04/28/2013	-1,000,000.00	-1,000,000.00

It is visible that the purchase of property is an expenditure like other ones from a money perspective, but the transaction was profitable in the end. For this reason it is possible to assign sale prices to the sections. If you don't follow the market price of the property in time, it is simply as follows:

Date	Price
04/28/2013	$950,000.00=1000000*95%
03/24/2016	$1,045,000.00=1100000*95%
03/25/2013	$0.00

Although setting the selling price does not affect the expenditure and revenue of the agenda's money, in statistics this fact will be taken into account and will increase the value of the property of the Agenda. It is important to end the selling with a zero price on the day of the sale, with the actual pure price the day before the sale and unite the transfer date of the sales price income with the date of sale to be correctly calculated with statistics of the Agenda. The method for calculating the price between the entered dates can be set to linear values or to discontinuous values. In the first case the 03/23/2016 property price will almost be the same as 03/24/2016, while in the second case the same as 04/28/2013.

Purchase and sale of investments

It is recommended to use the investment type section which enables recording their market value relative to its quantity when a specific number of shares, investment funds or, for example, currency investments are bought and sold. The sales price is calculated automatically in time and it is not necessary to complicatedly setup the price change when buying or selling as with a general type section. There is a possible evolution of the situation as is shown in transfers for the specific section (Share XY):

Title	Section	From	To	Date	Amount	Balance
Sale of shares	Share XY	Brokers	Current account XY	10/13/2015	19,800.00	-800.00
Sale of shares	Share XY	Brokers	Current account XY	09/15/2015	19,500.00	-20,600.00
Purchase of shares, Fee for the purchase of shares	Share XY (2x)	Current account XY	Brokers	05/12/2015	-10,200.00	-40,100.00
Purchase of shares, Fee for the purchase of shares	Share XY (2x)	Current account XY	Brokers	04/06/2015	-9,800.00	-29,900.00
Purchase of shares, Fee for the purchase of shares	Share XY (2x)	Current account XY	Brokers	03/07/2015	-10,100.00	-20,100.00
Purchase of shares, Fee for the purchase of shares	Share XY (2x)	Current account XY	Brokers	02/05/2015	-10,000.00	-10,000.00

There are four purchases of ten shares "Share XY", which were sold in two transactions of twenty shares. The fee for the purchase of shares (1%) is included in the transfer as follows:

Item description	Value
Source account:	Current account XY
Destination account:	Brokers
Amount:	$10,000.00
Amount (1):	$9,900.00
Category (1):	Purchase of shares
Section (1):	Share XY
Amount (2):	$100.00=10000*1%
Category (2):	Fee for the purchase of shares
Section (2):	Share XY

Prices and quantity of the investment section "Share XY" section can be set as follows:

.

Date	Price	Quantity	Quantity Change	Unit Price
5.2.2015	990*10*99%=$9,801.00	10,000	10,000	$980,10
7.3.2015	999,9*20*99%=$19,798.02	20,000	10,000	$989,901
6.4.2015	970,2*30*99%=$28,814.94	30,000	10,000	$960,498
12.5.2015	1009,8*40*99%=$39,988.08	40,000	10,000	$999,702
1.6.2015	1018,4*40*99%=$40,328.64	40,000		$1008,216
1.7.2015	1006,2*40*99%=$39,845.52	40,000		$996,138
1.8.2015	990,7*40*99%=$40,328.64	40,000		$1008,216
15.9.2015	20*984,84*99%=$19,500.00	20,000	-20,000	$975,00
13.10.2015	$19,800.00	0,000	-20,000	$990,00

When buying investment, it is entered in its actual sales price and its quantity. When buying or selling some part of an investment, the quantity change and the unit price items can be used. If the rest of the investment is sold, then the price is set to a sales price and quantity is set to 0 at a sale date. Each item in the table is recalculated automatically as well as the price of the investment section by the actual quantity and a linear unit price.

As can be seen in this case the investment was unsuccessful, and from the statement it is clear that the Agenda has suffered $800 loss with the "Share XY".

Bank loan

Bank loans such as mortgages or consumer loans are handled on the loan account and therefore bank statements are usually available. Examples of the transfers of "Loan account XY" may looks like this:

Title	Section	From	To	Date	Amount	Balance
…	…	…	…	…	…	…
Loan installment	Car XY	Current account XY	Loan account XY	1.2.2015	2,800.00	-98,033.00
Interest on loan	Car XY	Loan account XY	Leasing company	31.1.2015	-833.00	-100,833.00
Purchase of vehicle	Car XY	Loan account XY	Car dealers	5.1.2015	-100,000.00	-100,000.00

The example shows the beginning of a loan to buy a car, which was first used for the purchase of the vehicle and then the loan interest is debited and the loan installment is credited. In the event of a planned future vehicle sale, it is possible to adjust the selling price (Car XY in this case) and monitor the loss of value in statistics. Likewise, it is possible to follow the cost of purchase, maintenance and fuel.

Cash loan

In the case of a cash loan it is necessary to do it in a different way. When our (good) friend borrows (without interest) money, certainly no one will get rich, although more money is available. For these purposes the "Loan XY" section is created. The list of its transfers looks like this:

Title	Section	From	To	Date	Amount	Balance
Loan installment	Loan XY	Current account XY	Friend XY	01/31/2015	-100,000.00	0.00
Receipt of loan	Loan XY	Friend XY	Current account XY	02/1/2014	100,000.00	100,000.00

For "Loan XY" the prices are then assigned as follows:

Date	Price
02/1/2014	-$100,000.00
01/30/2015	-$100,000.00
01/31/2015	$0.00

In this case there is the possibility of using discontinuous values of the section in order. Then it doesn't have to specify the value to 01/30/2015.

Thus a registered loan is well counted in the statistics as well as in the balance of transfers.

Transfer import

The most efficient way to enter data is to import the transfers from external sources. It is possible to import bank account statements as well as spreadsheets. To import the transfer an amount and a date are required. It is appropriate to use the system clipboard or textual file (*.csv etc.) for importing. If HTML from the internet banking is imported, then there can be difficulties if the HTML table is not used. In this case export the statements to a file.

The wizard dialog is used to import data in a way that data can be prepared, recognized, checked and finally imported.

The aliases are used to recognize the accounts, sections and categories. Aliases are case insensitive texts with wildcards, which are used similarly as in file searching.

Wildcard	Meaning
*	any text
?	any character

Each row in a statement is compared with aliases of the accounts, sections and categories in recognition. The longest alias specifies specific transfer characteristics. All recognized items can be linked with other transfer characteristics as described in the chapter Automation.

Aliases examples:

Description	Key text	Alias
Bank account	123456789	*123456789*
Bank account 2	432198765	*432198765*
Grocery store	Supermarket	*supermarket*
Accommodation	Hotel	*hotel*
Implicit item		*

When selecting an alias it is necessary to consider two contradictory demands: versatility and uniqueness. This means that an optimal alias ALWAYS has to recognize a RIGHT item and also NEVER a WRONG item. This ability cannot be reached in reality and thus the items have more aliases. In the case of the supermarket in the table above "*superm*" would be a better alias, which is ready for abbreviations in statements. Of course, an error will happen, when "Superman" sends you money and writes his name as a note in the bank transfer. Because Superman has the alias "*superman*" or his bank account number alias, then he will be recognized for his longer alias. However, this transfer has to be detected at least once, when imported transfers are checked and it is necessary to add aliases to Superman.

At the start of the import it is necessary to select an implicit account for which statements are imported as well as a source of data. When an account is selected in the accounts tab, then this account is set automatically and the last properties of its import are reflected. If usable data is in the clipboard, then this data is selected automatically for importing.

The data should be prepared for importing so that each transfer is on a single text row and has minimally two items: date and amount. For this reason it is possible to use searching and replacing text, uniting rows etc.

An imported text is analyzed by default. When analysis fails, this capability can be turned off and it is possible to set the parameters manually. Automatic analysis is not started automatically after manually editing the text and it is necessary to start it again by the Preprocessing text () command. For correctness of the recognition it is appropriate to check "Selection information" in the Properties panel.

When a text is prepared for importing, the Next button should be pressed. The recognition is started and potential errors are displayed. If there aren't errors in the recognition, then the transfers check view is switched automatically. Otherwise it is necessary to check if any error occurred on the valid row of the statement. If so, then it is necessary to go back and change the recognition setup. Otherwise, you can proceed further.

It is appropriate to check all transfers before importing. A status is shown with each one:

Status	Meaning
Default	A transfer where at least one parameter is not recognized by a multi-character alias (except "*").
Recognized	A transfer where all parameters are recognized by a multi-character alias.
Linked	A transfer is linked with an already existing transfer. (For example, a transfer between two agendas accounts)
Edited	A transfer is changed after recognition. Edited transfers are not updated after adding new aliases.

Checking transfers has to be done primarily with the "Default" status. Here you can search for periodic payments, for which an alias can be added to existing or new accounts, categories and/or sections. A row of the selected transfer is shown in the edit line of the dialog. When more than one transfer is selected, then the line includes an intersection of the source rows. In the line it is possible to select a key text and enter the command "add alias" and set the new alias options in the dialog that follows.

Regarding recognition, the dates are not always filled in for an account where the statements were not imported. However, they are automatically filled in after confirming import. It is not necessary to do this manually.

Editing the transfer should be minimized and modifications done on imported transfers. For this reason it is possible to use the "Later checking" command in the properties enhanced menu, which adds a source row to the transfer note and an icon is set as a question mark.

Import from HTML statements example

The internet statements in internet banking of hte "Bank account XY" might look like this:

Date	Contra account	Amount	Notes
01/03/2015	123456789	$2,350.00
01/05/2015	SupermLuck	-$55.00	card payment
01/10/2015	987654321	-$1,500.00
01/11/2015	MasterSh	-$46.00	card payment
01/13/2015	SupermLuck	-$74.00	card payment

For importing transfers from a table it is first selected and then copied to the clipboard. Then the correct account is selected in the accounts view and the "Import accounts…" command starts the accompanying dialog. In the beginning it is necessary to check the proper clipboard data. Then the accuracy of recognition is checked on several lines of the statement. If the recognition is good, then the "Next" button can be pushed to start. If the recognition is not good, then recognition options have to be changed. Then the recognition is started and because there are not any errors the view is set to check view automatically. The list of recognized transfers can look like this:

Title	Section	From	Sent	Sent amount	To	Received	Amount received	Status
Food and beverage	Family	Bank account XY	01/13/2015	74.00	Food	01/13/2015	74.00	Reco-gnized
Transfers	–	Bank account XY	01/11/2015	46.00	Other commercial enterprises	01/11/2015	46.00	Default
Bank transfers	–	Bank account XY	01/10/2015	1,500.00	Savings account	01/11/2015	1,500.00	Linked
Food and beverage	Family	Bank account XY	01/05/2015	55.00	Food	01/05/2015	55.00	Reco-gnized
Salary	Mother	Employer XY	01/03/2015	2,350.00	Bank account XY	01/03/2015	2,350.00	Reco-gnized

All transfers were correctly recognized in the example except one that was not identified ever before and it is marked as "Default".

The Agenda recognizes the alias "*superm*", which identifies the supermarkets as well as the mother company account number and the Agenda links the previously imported Savings account transfers as well.

The default transfer is selected in the list and a key text is marked in the source row edit line, which identifies the type of this transfer. It is known that the description in the debit card payment "MastrSh" identifies the Master Shop dealer, which sells hats. For the selected text "MastrSh" the "Add alias…" button is pushed. Assigning to the existing account "Clothing stores" is chosen in the dialog. After new transfer recognition the item is shown as follows:

Title	Section	From	Sent	Sent amount	To	Received	Amount received	Status
Clothing	–	Bank account XY	01/11/2015	46.00	Clothing stores	01/11/2015	46.00	Default

It is clear that the recognition is improved, but the item has to be filled in, because the section is not recognized enough. The father bought the hat for himself in this case, so he is set as the section and "Beautiful brown hat" may be entered as a custom title.

Now the transfers are ready to import to the Agenda, so it is possible to click the "Import" button.

Example of importing from a PDF

When importing PDF transfers, the file opens in the editor or viewer of the PDF file. A transfer text is selected and the "Copy as table" command is chosen if it is available (right mouse button). Otherwise the "Copy" command is simply selected. The table pasted from the clipboard can look like this:

  12/05/2015  ATM withdrawal        2,000.00              18,000.00
  ATM 156
  12/07/2015  Credit card payment   1,050.00              17,950.00
  SupermLuck
  12/09/2015  Bank transfer                    2,350.00   20,300.00
  123456789/111

The one transfer is divided into two rows in these statements. The Unite rows command has to be used with the "Unite indented rows" option. The result will look like this:

    12/05/2015  ATM withdrawal - ATM 156           2,000.00            18,000.00
    12/07/2015  Credit card payment - SupermLuck   1,050.00            17,950.00
    12/09/2015  Bank transfer - 123456789/111                2,350.00  20,300.00
  

This single line text may already be correctly imported. In contrast to the previous example two columns for income and expenditures are used in the account statement. Recognition options of both amount columns and the type of the second column must be set properly in the properties. When statements of an account with negative balances is imported, analysis selects this column automatically, because it prefers negative value columns. The simplest way to solve this problem is erasing the balance column by "Delete columns" () command.

The result of the recognition will then be like this:

Title	Section	From	Sent	Sent amount	To	Received	Amount received	Status
Salary	Mother	Employer XY	12/09/2015	2,350.00	Bank account XY	12/09/2015	2,350.00	Reco-gnized
Food and beverage	Family	Bank account XY	12/07/2015	1,050.00	Food	12/07/2015	1,050.00	Reco-gnized
Cash withdrawal	–	Bank account XY	12/05/2015	2,000.00	Wallet	12/05/2015	2,000.00	Reco-gnized

Spreadsheet import example

If the financial review is held in a spreadsheet, the table may looks like this:

Date	Food	Drugstore
04/01/2015	55.00
04/02/2015	42.00
04/06/2015		99.00
04/06/2015	28.00

The table is copied to the clipboard. It is important to correctly select a source account of the payments. If the payments are done from one source such as a credit card or wallet, then the choice is clear. An import of the "Wallet" account is done for cash payments for food.

Importing is done for each column itself. The payments columns are erased except the selected one. The default account is set to "Grocery", the default section, for example, to "Family" and the default category to "Food and beverage" in the recognition properties. It is important to use the "Swap amount signs" option for recognition of the positive amounts as expenditures of the account and not as its income.

After importing food expenditures the analogical method is used for drugstore goods. The payments columns are erased except the drugstore column and as the default account "Drugstores" and as the default category the "Drugstore goods" are selected.

When payments were done in cash as well as by credit card, which are available on the statements, then it is possible to manually delete duplicated data from card accounts. Then only the cash payments remain in the table.

Import the transfers from file

When a file is imported, then the same rules apply as when importing clipboard data. The "Import file…" is chosen as the source of the data only and then a source file is selected from the dropdown control. A different type of file may be chosen for a different reason, but generally the Comma-separated values (*.CSV) is the recommended type.

Final recommendations for data import

If you decide to import a history of statements, divide the statements into shorter parts according to the number of items in the list. The best way to check the imported data is that the balances of all accounts correspond to reality. When all accounts have correct balances, then add the prior transfers and change the initial balances of the accounts. It is possible to proceed at your discretion, for example, after quarters, after years etc.

Statistics

When everything is conducted correctly, then statistics provide an overview about financial results of the Agenda. Unlike the transfer list it includes sale prices of the sections and it shows results of some or all items at once, in periods, in graphs…

It is possible to check incomes and expenditures of the Agenda items as well as incomes and expenditures of ownership of assets and liabilities.

Multiuser access

Each agenda allows a multiuser access option. If this is not required by you, keep the implicit user template with "*" named administrator, which can always be changed later to multiuser access.

Otherwise an agenda can have an arbitrary number of users with their own rights. The administrator of the agenda can then choose who can change the agenda or who can only view the agenda data.