Section Contents

Managing Your Bank Accounts
Checking Your Ledger Codes
Changing the Codes
Payee Codes: Making Life Simple
What is a Payee Code?
How Do I Use a Payee Code?
Can I Have More Than One Ledger Code Assigned To A Payee Code?
Payee Codes and Online Banking
Processing Options
Bankbook Mode
Cashbook Mode
How Do I Know Which Mode I Am In?
Can I Change Mode?

Table of figures

Figure 1: CASHBOOK menu
Figure 2: Bank account sub menu
Figure 3:Chart of Accounts
Figure 4: Payee Maintenance window
Figure 5: Data Entry Option from Maintenance menu
Figure 6:Maintenance warning window
Figure 7:Data Entry and Reporting Options screen

The simplicity of EasyBooks Cashbook and its ease of use are due to the key concept that everything you do is based around your bank statement transactions and how you analyse them. 
The EasyBooks Cashbook menu allows you to readily navigate your way to the particular function you wish to use.
From the EasyBooks MAIN MENU, click on the CASHBOOK button on the toolbar or the CASHBOOK button on the screen menu.

Figure 1: Cashbook Menu

The key issue to understand before entering your transactions is how EasyBooks allows you to analyse and organise your transactions.

EasyBooks allows you to create additional bank accounts.  These should reflect your real bank accounts.
Whenever EasyBooks starts up, the program will automatically defaults to using the first bank account.  If you would like to change to a different account choosing Select Account from the Bank Account menu on the main screen can do this.

Figure 2: Bank Account Sub Menu

On the whole your transactions will be analysed within their own bank account.  The exception to this is with GST.  When you calculate a GST Return or print the GST Audit report EasyBooks asks you if you would like to Consolidate Bank Accounts this means generating the GST information from all the bank accounts rather than just from the current one.
When you first receive EasyBooks it will be set up for one account.  This should be set up with the information for your main operating account, as this is the bank account that the system always opens on.  You can change the details of this account and create additional ones if you require.  For more information on creating and managing these accounts see the Setting Up Your Data section later in the Training Guide.

To analyse your information each transaction is assigned to one or more Ledger Codes.  These codes tell the system how to handle the GST and form the basis of your Accountants analysis at the end of the year.

If you received EasyBooks through your Accountant then your Accountant should have set up the Ledger Codes for you already.  You should become familiar with your Ledger Codes to ensure that they handle GST properly and that they are sufficient for your business.  If you would like advice on setting up additional Ledger Codes you should check with your Accountant.

Getting a List of the Ledger Codes

You can easily get a list of your Ledger Codes and their details by clicking the Reports menu from the main screen.  From here select Ledger and then click Chart of Accounts.

Figure 3: Chart of Accounts

You can then decide the order you would like them displayed in and how much of the information you want to see.  Select the Full Details checkbox to display the details of how the code handles GST.

The system will then display the details on the screen.  If you would like to print a copy of these, click the Printer icon on the toolbar at the top of the screen.

For information on how to add, change and delete Ledger Codes see Ledger Codes within the Setting Up Your Data section of the manual.

Within EasyBooks the use of Payee Codes can significantly improve the entry of transactions for people that you deal with regularly.

A Payee Code represents a person or company that you pay regularly and can be linked with the various Ledger Codes that you typically use to analyse their transactions.  They are easier to remember and will speed up your entry of transactions.
Whereas Ledger Codes are generally set up from an accounting perspective of types of income and expenses, Payee Codes generally refer to the people you are paying.
For an example when you pay the Telecom account you would set up a Payee Code for Telecom.  The Payee Code would point or link to the Ledger Code dealing with telephone charges. The payee code can be either alpha or numeric. Alpha codes are easier to remember but if you intend to use chequebooks with analysis code boxes you will need to use numeric payee codes.
EG
Payee Code     TC        (You can enter up to four digits)
Payee Name     TELECOM
Ledger Code    220       TELEPHONE & TOLLS

When you are entering data you can enter a Payee Code.  This will automatically tell the system the name of the Payee and the Ledger Code(s) to use.
Later you can get a report of all the transactions, which refer to a specific Payee. E.g. all the Payments you have made to Telecom.

The two ways are Bankbook mode and Cashbook mode.  This section of the training guide will explain the differences between them.

Yes.  You can assign up to 5 Ledger Codes to a Payee Code. 
When you have more than one Ledger Code assigned to a Payee Code you can define the percentage of the total amount that should be allocated to each Ledger Code.
For example you could set up a Ledger Code to cover motor vehicle expenses where only 30% of the expenses could be claimed as a taxable deduction.

Figure 4: Payee Maintenance Window

By using this example in a transaction EasyBooks would automatically calculate the 30% / 70% split between the two Ledger Codes and only calculate the GST content on the business expenses.

Payee Codes are used extensively by EasyBooks when processing your transactions electronically with an On-line Banking System.  Each transaction that you will pay should be pre-coded with a Payee Code so that the system can automatically process the transactions when they are electronically downloaded.
This aspect of Payee Codes is discussed further in the On-line Banking section of this guide.

There are two different ways that you can use the system.  Which way you decide depends on how you want to run your accounts and whether you want to bring into the bank account transactions relating to unpresented cheques.

The two ways are Bankbook mode and Cashbook mode.  This section of the training guide will explain the differences between them.

The major aspects of running in Bankbook mode are outlined as follows:
Transactions are entered directly from, and in the order that they appear on the Bank Statement
In EasyBooks they are entered into the Transactions/Bank Statements part of the program
Bankbook mode does NOT give you an analysis of Unpresented Cheques
People who operate GST on an Invoice Basis does generally not use bankbook mode.
When you are operating in Bankbook mode you would enter the transactions straight from your bank statement.  You would not be concerned about cheques that you had written but hadn’t yet been presented.  Because of this, it is very simple to operate and you are not required to complete a bank reconciliation, which for some people who are new to bookkeeping, can be a bit of a challenge.
As you enter your transactions the bank statement balance on the screen changes consistent with the balance on your printed bank statement.
This means you will be able to detect keypunching errors very readily and retrieve and correct the incorrect entry to agree the bank balance.

The major aspects of running in Cashbook mode are outlined as follows:
Transactions are entered from, and in the order that they appear on your Cheque Butts
In EasyBooks the transactions are entered in a two-step process.
Firstly they are entered into the Transactions/Daily Cash Manager part of the program.
Secondly these transactions are checked off as they are presented on the bank statement.  This is always done in the Transactions/Bank Statement part of the program
Cashbook mode gives you an accurate Bank Reconciliation including your Unpresented Cheques
Cashbook mode may be used by people whose GST is either on a Payments or Invoice Basis.
With Cashbook mode you still have the advantage of the bank statement balance on the bank statement screen changing as each entry is checked off.

This means the bank reconciliation procedure is progressive rather than a spot check once a month as with most other cashbook systems, meaning its easier to keep the system in balance with your bank statement.

When you are in the program the EasyBooks Title Bar will clearly display the difference.  It will either say EasyBooks Bankbook or EasyBooks Cashbook referring to the mode that you are using.

You can change from one mode to the other.  However you should be very careful to realise the effect that it will have on your system.  Each mode affects your reports and GST Return differently as unpresented cheques will be included in Cashbook mode.
If you are at all unsure you should first speak with your Accountant and seek professional advice. This change is not retrospective.

To change between modes you should select the Data Entry Option from the Maintenance menu.

Figure 5: Data Entry Option from Maintenance Menu

A warning window is displayed:

Figure 6: Maintenance Warning Window

then a screen presenting the following option is displayed.

Figure 7: Data Entry and Reporting Options Window

Select your option and click OK.