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3. Entries

3.1 Save New Entries

Save new entries
Image 12: Save new entries

When you have established your accounting you may start the routine work from main menu Entries/Save new entries. First you are asked to select voucher series and an entry file. Default voucher series is “Main series A”. You can select the entry file from drop down menu or create a new one writing a new entry file name. The entry file name must start with word “entry” and end with “.csv” (entry*.csv). All files of that form in the financial year folder are summed to the balance of that period. Click Apply when selections are done.

Now you are in the window in image 12 above. Select voucher date from the drop down calendar. Set voucher number to the same value you write to the voucher. If you have defined more voucher series you should write also the series id to your voucher like “A65”. You cannot decrease voucher number because those values are already used.

The Entries grid contains first one empty line. You can append a new row from button New row and delete a row from x-button on the left most column. The second column is an entry number of that voucher and it is maintained by Tinybooker. Maximum entry number is 99. Write the description and sum of the entry. Description may be most 31 characters long. Tinybooker knows nothing of the currency of the sum but all the sums shall be in the same currency known by accountant.

Select account 1 from drop down menu. Selectable base accounts are on light blue background. In the beginning account selector is expanded to the account you selected to be the default for the income statement. During the new entries session the selector remembers the status to what you have expanded it. If the account you selected is of type “default debit” or “default credit” Tinybooker puts the default to column “D/C”. Check it, default is not always the correct value. Debit or credit always refers to account 1 and optional account 2 to the opposite debit/credit.

You can select account 2 like account 1 or leave it empty. Any how the sum of debits and sum of credits in a voucher must be equal. In the beginning account 2 selector is expanded to the account you selected to be the default for the balance sheet. When the voucher is done click Save voucher.

If your voucher do not pass the checks an error message is prompted. For it you may select:

When the voucher has no errors the balances of on line accounts you have configured is shown if any, and you are asked to accept saving the voucher. If you click Save voucher entries are appended to the entry file. If you answer Don't save you return to edit the unsaved entries.

Balances on line
Image 13: Balances on line

You cannot change saved entries. Instead you write a voucher where you tell which mistake is done and how to correct it. Then you book this correction voucher.

When you have saved your new vouchers close session from button Close.

3.2 Import an Entry File

If your accounting has lot of vouchers you may want to share the work. For example there is a cashier and it is handy that he books his vouchers self. So you can configure in the financial year preferences a new voucher series B. The cashier can now number his vouchers independent of your main series A and you both can work together with Tinybooker. Of course this requires that you take care of that both you have the same scheme and configuration synchronized manually.

The working schedule may be that you book the vouchers monthly. When the cashier gets his moth done he sends the entry file to you an you add the file to your accounting. That is what “Import an entry file” means.

1. Select in the main menu Entries/Import an Entry File. First you are asked to select whether to

Select the former if you are importing an entry file. If you doubt that there is something mes in your balances you can sum all the entries to the balance table selecting the later option.

2. If you selected the former option you are asked to open the file to import and then to give the name for saving it to the current financial year folder. The name shall be form “entry*.csv”.

3. Finally Tinybooker reads all entry files and sums all entries to the balances of accounts. If you get a message of errors in entry files somebody has probably hacked files manually. Nobody should do such evil things. You possibly need to remove bad files and save vouchers in them again.

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