FinanceBase-Accounts


Over years the number of accounts you have will likely be larger than can be easily managed manually or on a spreadsheet. Using these methods, it is also very difficult to provide a history of your accounts and to track the change in gross and net worth. FinanceBase-Accounts is an alternative that provides this and much more. It is included in all of the other FinanceBase products. It is also provided as a standalone product for those people that only need to manage their accounts and do not want all of the other capabilities.

In FinanceBase, assets and liabilities are kept in Account records. Normal accounts are those kept in a banking institution (e.g. chequing, savings), a credit institution (e.g. charge cards) or a brokerage institution (e.g. shares). However, anything can be entered that is to be tracked and managed. For example, property values can be entered.

Contents

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Access to Accounts

For the standalone FinanceBase-Accounts product, after login, the application shows a File menu and Accounts menu. The Accounts menu has only 4 items: Accounts, Accounts Summary, Calculator and Calendar.

For all of the other products, the Accounts and Accounts Summary are menu items on either the Lifetime or Finances menus.

When the Accounts menu item is selected, the Accounts-List window opens and it displays Account records based on user-defined search and sort criteria. A new record can be created by using the ToolBar’s Add New Records icon. This will open an Accounts-Input window where the details on the account can be entered. If an existing record in the list is double-clicked an Input window will open filled in with all the values entered previously.

The Accounts Summary window is discussed in detail below.

When an Accounts-List window is frontmost, an Accounts add-on menu is shown. This contains the remaining functions and capabilities provided, such as updating accounts, analyzing them and showing changes in worth over time. This menu is dealt with in detail below.

Explore the features described below and try as a Demo for 31 days. If it suits your needs, order a License for whatever product desired. Pricing is given on the Products Download page and on the Order page. To download FinanceBase, go to the Products Download page. For the standalone FinanceBase-Accounts the price is . Return to Contents

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Accounts Features

As with all FinanceBase products, the features and capabilities in FinanceBase – Overview are available. The screenshots below show the features that are in the Overview (click on any one to enlarge).

FinanceBase Features User-InterfaceFinanceBase Features Help
FinanceBase Features SecurityFinanceBase Features Shortcuts

The following are some of the additional features provided by Accounts.

Data Capture

  • • Accounts record assets and liabilities. Account details are kept on a monthly basis to provide long-term worth analysis.
  • • Share Accounts can be updated as they change. This includes Buy, Dividend, Sell, Split, MonthEnd and Other.
  • • Share Record Keeping The application keeps track of Capital Gains as well as total and per share Adjusted Cost Base.
  • • A Transaction can assigned to an Account and a running balance maintained in the Transactions-List.

Analyzing Accounts

  • • Accounts Summary As data are entered into Transactions or changes are made to Accounts, this shows one of three views of Accounts: all active accounts (basically the gross worth), only active accounts used with transactions, and the latest balance from Transaction records.
  • • Share Analysis A chart of the Price per Share is included as well as a Linear-Best Fit. The return is shown with Dividends included.
  • • Account Gain Analysis A chart of the Cumulative gain is included. The % Annualized Gain (including and Dividends) is calculated for each month so that investments can be compared
  • • Account Analysis Using a separate window, accounts can be selected to view how they have changed over time. Of special interest is the Worth charts that show how the gross worth has changed.
  • • Reports There are many reports and windows that provide different views of the accounts. For example, Accounts Due, Accounts with Totals (by Name, Type, Liquidity or Owner), Accounts with Gross and Net Worth, Account changes between selected months.

Working with the Outside

  • • Exporting All entered data can be exported as tab-delimited text files.
  • • Printing Almost all windows have a printed output.
  • • Importing Accounts To help in migrating from other financial applications, if account data can be exported to a text file from the other application, Account records and the associated history can be created.

Additional Shortcuts & Time Savers

  • • Login Warnings When set, Accounts Due Warnings can be generated on login.

Extras Included

  • • Calendar to help in determining the day of the week for a date so that transactions and accounts are not set incorrectly.
  • • Calculator for determining investment returns and mortgage or loan payments as well as the normal calculator functions for adding, subtracting, multiplying and dividing numbers. Return to Contents

Accounts-List

When the Accounts menu item is selected, the Accounts-List window opens. All records are shown unless a default search has been set. If a default Sort has been set, it is used. The window title indicates that it is a List window, with the number of records indicated. Because more than one Accounts window can be opened, a number is included (#n) in the title. Double-clicking on any record will open the Accounts-Input window. If a new record is added (using the ToolBar), or an existing record is changed, it will appear in the List window when saved. Return to ContentsFinanceBase-Accounts Accounts-List

Accounts-Input

FinanceBase-Accounts Accounts-Input1 EntryThere are 6 pages for the Accounts-Input window. Three are for entering data and 3 analysis the data. The main page is the Entry Page and it is shown below. (Click on the thumbnail on it to enlarge). It has fields for the Account Name, Start and End Dates and Amounts, Owner and the type of account. At the end of each month a new entry in the Period array can be created to record the value of the account and any interest or dividend received in cash.

FinanceBase-Accounts Accounts-Input2 GraphThe Periods Graph Page graphically shows the Periods (a picture is often worth a thousand words). The graph shows of all the EndAmounts and CalculatedAmounts in the Periods array. For Shares, a third line is shown which is a Linear Best-Fit for the CalculatedAmount. The array also shows the % change from the latest date. A useful row is one year before as it indicates the return over the past year.

FinanceBase-Accounts Accounts-Input3 DetailsThe Period Details Page is provided in case there is activity during the month. It is useful for accounts such as a RRIF, for recording the withdrawals to ensure the Gain Analysis is accurate. This page is not available for accounts with shares. Instead, use the Share Details page.

FinanceBase-Accounts Accounts-Input4 AnalysisThe purpose of the Gain Analysis Page is to calculate the Gain as a dollar amount and as two percentages from the start of the account to the current date. It provides a way to compare the returns from different types of accounts. For example, open two Account windows and have one show a Share account and the other a fixed term account. The graph and the % Annualized Gain column make it easy to see if the share is performing as well as a term account. It uses data from the Entry, Period Details and Share Details pages.

FinanceBase-Accounts Accounts-Input5 DetailThe Share Details Page and the supporting entry window (to the right) provide a method for recording and tracking the many types of share activities (buy, sell, dividend and spit) as well as recording the month end value of the account (which automatically updates the Period records). This page removes the need to perform alternate record keeping (such as a spreadsheet) of all of these types of transactions as well as determining capital gains, Adjusted Cost Base and ACB per share.

The Share Analysis Page charts the price per share entered on the Share Details page. It collects data from the other pages to show, by month, the Interest, share details, dividends and calculates the percent change from the current date to past dates of a number of these values. These changes are used to determine the return over the past year. Also included is a Cash Calculator where you can try different values to see how they affect how much cash is left over when the dividend is reinvested. The objective is to reduce the cash left over to as low a value as possible so as to ensure the greatest compounded return for the account. Return to Contents

Accounts Summary

FinanceBase-Accounts Accounts SummaryThis menu item opens a window that shows the latest amount for the records in either all active Accounts, those that are used with transactions or those actually used in a transaction. This window is updated automatically each time an Account or Transaction changes. Return to Contents

Accounts Add-on Menu

When an Accounts-List window is open, an add-on Accounts menu appears to the right of all other menus (except Help). This menu provides access to many other windows and reports for analyzing accounts. For details, see the User Manual or Help after downloading FinanceBase.

FinanceBase-Accounts Accounts Menu

Account Periods Export By Date – The AccountPeriod table cannot be directly searched or exported as it is only used by records in the Account table. This menu item provides a means of finding and then exporting the Account records that have AccountPeriod records between two dates.

Account Periods Search By Date – This menu items provides a means of finding the Account records that have AccountPeriod records between two dates.

FinanceBase-Accounts Accounts AnalysisAccounts Analysis – Clicking on this menu item opens a new window that permits the analysis of all of the account records in the application. There are 2 pages: Graph (shown to the right) and Due and Worth. To graph any accounts do any of the following: a] To quickly generate a graph, select any graph item from the AccountAnalysis add-on menu. b] To generate a graph using selected field values or selected accounts, click on any lines in the appropriate array and then click on the Graph button at the bottom of the array. c] To graph one account, click on the Unique Name column for the account desired. To change the dates graphed, enter a new date into either the Start or End Graph Dates.

Accounts Due Warning – Use this menu item to ensure that actions are taken in advance of an account coming due or dividends to be issued within + or – the days entered from the current date. For example, for term deposits, arrangements will have to be made to re-invested it. For charge accounts, the payment will have to be made before the due date to ensure interest charges are minimized. For Dividend shares, shares can be sold or bought to change the cash left.

Accounts Flow – This opens a new window that shows the relationship between accounts using the AccountTakenFrom and AccountSentTo fields of all Account records.  When there are many accounts and a number of owners, it is often difficult to keep track of the history of the accounts and how they are to be dealt with at tax time. Specifically, it is important to identify which owner is to be assigned any interest, dividends or capital gains for each account. It is therefore important to clearly assign ownership based on which person has generated the funds. In addition, a trace of the funds is often required to justify the tax treatment. The Accounts Flow menu item provides this analysis.

Accounts Import – This menu item supports the importing of account data from other applications. Account records can then be created once specific fields are entered. It opens a new window when clicked.

Accounts Print Active Due Dates only – If there are active accounts with an End Date, clicking on this menu item will print them, sorted by End Date and then Account Name. Use this menu item to keep track of when accounts will be coming due to ensure that there is time to make plans for the renewal or use of the funds.

Accounts Print Active With Totals – Details on the active accounts can be printed and the totals shown for different account fields: Name, Type, Liquidity and Owner. The same printout format is used as the for Due Dates,  but the totals for the Calculate Amount by each of the fields selected are shown. This printout is useful in keeping track of, for example, what accounts are with a particular institution and the totals, or what each person owns.

Accounts Print, Export Worth – The normal print of the account records uses the same format as the list window and requires that Account records be selected. This menu item prints records using a different format that also shows the worth and average interest rate. This printout provides a useful permanent record of the accounts for any date selected. The accounts can be color-coded and printed in two formats. The same data can also be exported.

Accounts Show Active Totals – This menu item will open a new window that shows only the totals for 5 fields (Owners, Names, Types, Liquidities and Classes) in an array arrangement. Each column in the array is the one selected from the drop-down menu that has these fields. Rows are the other fields. There are rows at the top of totals for all active accounts. This window is very useful for summarizing the funds by the different fields in a compact form. The array can be printed.

Accounts Show Changes – This menu item will open a new window that shows, for the latest month and the month before that, the changes between the calculated amount of all the accounts for the two months. A total of assets, liabilities and worth for each month is shown. The months can be changed so that amounts for any two months can be compared. This window is very useful for viewing how each account changed and the change in worth. The array can be printed and exported.

Months To Add To Active Accounts – It is important that each account record have its AccountPeriod records up-to-date so that the account total are accurate for the end of each month. The periods can be added by opening each account and adding months, but this can be time-consuming when there are a lot of non-changing accounts, such as long-term deposits that do not change until they are due. An alternative is to use this menu item which automatically enters AccountPeriod records for all active accounts. Once the records have been added and if any accounts are very volatile, such as chequing, shares, mutual funds, etc., open the Account record and change them. This will normally be required for the more volatile accounts

Show Active Accounts Only – This menu item performs a search for the active accounts and displays them in the list window. While a Search item can be created to do the same, this menu item is more convenient as it will be required very often unless a default search is also created.

Stock History Download – Stock market histories can be downloaded into a window which opens when this menu item is selected. A format for the download can be set (some are provided with the download) and then saved to a file for later use, if desired.

Stock History Graph – This menu item provides a graph of a stock history saved to a file (see above).

Totals By Account Owner – Use this menu item to quickly determine the totals by owner and financial institution and by intermediary for selected accounts. As there are often insured limits for each institution, it is useful to know if they have been exceeded. It is also useful to know how much each intermediary (e.g. adviser or broker) is managing. Select the Account records to be used and click on this menu item. (Normally only active accounts are selected. These can be easily displayed using the Show Active Accounts Only menu item.) Results will be shown in a separate window and they can be exported, if desired.

Totals For Selected Accounts – Use this menu item to quickly determine the End, Calculate and Latest totals at the End Date and the average interest for the selected records. (Liabilities are subtracted from Assets.) They will be shown in Result window. Return to Contents