Fields in the Spend Money window

Spend Money window

Pay From Account

Select this button if you wish to record this payment directly from an account.

Select the account you wish to use for the cash disbursement from the list.

The accounts in this list are only those that have a bank or credit card account type.

Group with Electronic Payments

Select this button if you wish to group this payment with electronic payments.

When you choose to group a Spend Money transaction with other electronic payments, an individual cash-disbursement transaction is recorded in the linked electronic payments account -- not directly to your checking or credit card accounts. After you've grouped all of the Spend Money transactions you wish, you can then make an electronic payment using the Prepare Electronic Payments window.

Balance

This field displays the current balance of the account you selected in the left-hand corner of the window. If you wish to display the Find Transactions window to view more detailed information about the account, click the zoom arrow.

Card

Enter the name of the person or company in the Card File who will receive this cash disbursement, or click the search icon to display a search list of the people and companies in your Card File that you can select from.

After a card name is entered in this field, you can click the zoom arrow to display the Card Information window and view detailed information about the person or company.

If the person or company isn't in the Card File and you don't want to add them to the Cards List, press TAB to move the highlight to the Payee field, where you can enter "Pay to the Order of" information for the person or company. We recommend, however, that you include the person or company in the Card File, so you have more flexibility in tracking where your money is going.

Payee

If you entered a name in the Card field, this field will display the name and address of the person or company you selected. (The address that appears was entered in Address 1 of the Profile view of the Card Information window.) If you wish, you can click the search arrow and choose one of five locations available for the card, or you can enter another address that will be used for this transaction only, if you like.

If you left the Card field blank, enter the name and address of the person or company being paid.

This information will be printed in the "Pay to the Order of" section of the check. If you use window envelopes, this information will appear in the window.

This field appears only if you selected Pay from Account. It is not needed for Electronic Payments.

Check #

When you begin to create a transaction in this window, this field will automatically display the next available check number which will become the actual transaction number when it's recorded into the company file. You may want to enter letters in the Check # field for transactions that aren't checks.

If you highlight the field, Auto # appears. You can choose to:

Delete Auto # and enter a new number for the transaction or

Delete Auto # and enter letters, CASH or ATM, for example, to identify a transaction that isn't a check or

Leave Auto #. The assigned number will appear again when you leave this field.

If you choose to enter a new number in this field and then record the transaction, the next time you begin to enter a transaction, the Check # will automatically increase the number you previously entered by one. This will continue until you again change the number entered in the Check # field and record the transaction.

Note: For a cash or electronic payment, you may want to replace the check number with letters or words

Date

Enter the date of the transaction. Dates that occur before your conversion date or in a prior fiscal year can't be used.

Select the space bar if you'd like to enter a date using AccountEdge's Calendar (day selection) window.

Amount

Enter the total amount of the Spend Money transaction.

When you record this transaction, the balance of the account you selected in the upper left corner of the window will be decreased by the amount you enter here.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Memo

Enter a description of the transaction. This description will appear on various AccountEdge reports, as well as the Cash Disbursements Journal. If you don't enter anything in this field, the first line of the Payee field will appear in the Cash Disbursements Journal.

Account # column

Enter the number of each account that is affected by this transaction. For example, enter the number of your insurance expense account if you're writing a check to pay for your company's auto insurance. The name of the account you select will also be displayed. (If you don't know the number of the account, press the search arrow; the Select from List window will appear, displaying a list of all your accounts.)

This column does not appear if you marked the preference Select and Display Account Name, Not Account Number in the Windows view of the Preferences window.

Name column

Enter the name of each account that is affected by the transaction in this column. For example, enter the name of your insurance expense account if you're writing a check to pay for your company's auto insurance. (If you don't know the name of the account, click the search arrow; the Select from List window will appear, displaying a list of all your accounts in alphabetical order by account type.

If you did not mark the preference Select and Display Account Name, Not Account Number in the Windows view of the Preferences window, the Account # column appears to the left of the Name column. When you enter or select the number, the name automatically appears.

Amount column

Enter the amount that you wish to assign to this account. If the total of the amounts in this column doesn't match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can enter another amount, if you wish, but you will have to enter additional line items until the Out of Balance amount is zero, since AccountEdge doesn't allow unbalanced transactions to be recorded.

The amount you entered in the Amount field is considered a credit amount, and the amounts you enter in this column are considered debit amounts. If you want an amount in this column to appear as a credit instead, enter the amount as a negative number.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Job column

You can assign a job to each account in the list. To do so, enter the job number here, or click the search icon to display a search list of cards to choose from.

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you've purchased $100, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Office Supplies account in the Allocation Account column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Office Supplies account again, enter $70 in the Amount column and 43 in the Job column.

Memo column

Using up to 255 characters, enter a description for each allocation line, if you wish. This description will appear on the General Journal, Cash Disbursements and Cash Receipts reports.

Total Allocated

This field displays the cumulative total of the amounts of the line items entered on the transaction.

Total Paid

This field displays the amount entered in the Amount field at the top section of the Spend Money window.

If you're viewing a previously recorded transaction, $0.00 will be displayed.

Out of Balance

This field displays the difference between the amount in the Total Paid field and the Total Allocated field. When the amount displayed is zero, you can record the transaction.

Already Printed

Mark this selection if you don't plan to print a check for this transaction using AccountEdge.

When you mark this selection, AccountEdge will consider the check printed; when you select Unprinted Checks Only in the Print Checks window, this check won't be displayed.

If you're viewing a check that's been printed, this selection will be marked already.

Save as Recurring button

Click this button to open the Edit Recurring Schedule window where you can save the entries you made for this Spend Money transaction as a recurring transaction and set up a schedule for recording it on a regular basis in the future.

You can change the information on a recurring transaction as needed from the Recurring Transactions List window. Until you record them, recurring transactions have no effect on your fiscal records.

Note: Even if you saved a transaction's entries as a recurring transaction, you must still click the Record button to record the transaction.

Use Recurring button

Click this button to open the Select a Recurring Transaction window. Using that window, you can select a recurring transaction to use in the Spend Money window if you wish.

Currency button

This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window.

This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.