iFinance  Version 3.2     Manual
iFinance User GuideContentsWelcome To iFinance 3About This Manual!                                                       8...
iFinance User Guide  CSV (”.csv” files)!                                         26  MT940 (”.sta” files)!                  ...
iFinance User GuideFolder totals!                                              49Managing Transactions!                   ...
iFinance User Guide  Step 2 — Basic Budget Settings!                       70  Step 3 — Define Filters For Relevant Transac...
iFinance User Guide  Show category analysis!                                84  Show tag analysis, Show beneficiary analysi...
1Welcome To iFinance 3
Welcome to iFinance 3About This ManualThe first part of this manual describes how to install and start iFinance for the firs...
2Registration, Demo andUpdating
Registration, Demo and UpdatingProper Installation and de-installation of iFinanceAfter downloading the iFinance installer...
Registration, Demo and UpdatingTo work in demo mode, simply drop iFinance in your Applications folder, launch it and inthe...
Registration, Demo and UpdatingThe registration dialogOnce you have identified your Serial Number, launch iFinance. Upon la...
Registration, Demo and UpdatingOpen the “ iFinance” menu and look for the “Register…” and “Buy” entries. If they aregrayed...
Registration, Demo and Updating  ✓ your first and last name(s)  ✓ some contact information like city, ZIP code, state, coun...
Registration, Demo and UpdatingChecking for updates manuallyIf you want to check for the availability of software updates ...
3Your First Look AtiFinance 3
Your first look at iFinanceAll-in-one User InterfaceiFinance 3 keeps everything in one compact, resizable window, helping y...
Your first look at iFinanceEach area serves a specific purpose, but only one is truly “static”: the “Organizer”. All theothe...
Your first look at iFinanceViewer & Contextual ToolbarWhen ever you select any of the items in the Organizer, you will see ...
Your first look at iFinancesee the graphic Budget Status Bar appear in the Viewer to the right. Underneath, still inthe Vie...
Your first look at iFinanceThe “+” and “-” buttons in the Bottom Bar serve to add or remove items to/from theOrganizer:    ...
4Importing
The Database ManagerThe Database ManagerStarting with version 3.1, iFinance will by default display a startup window, the ...
The Database ManagerChange the location of your database(s)iFinance manages multiple databases in a comprehensive library ...
The Database ManagerMigrating Data From iFinance 2For all our former iFinance 2 users, thereʼs three ways to preserve your...
The Database Manager  4. Itʼs safe to simply select all transactions from the imported (old) account and drag     them to ...
The Database Managerautomatically added to your Categories; candy being the super-category and cotton-candyits sub-categor...
The Database ManagerEach imported transaction must contain date information. Please look for the columncontaining the tran...
The Database Manager  ✓ Comment 1  ✓ Comment 2  ✓ Comment 3  ✓ Comment 4Once you identify the column containing the “Date”...
The Database Manager  3. In case there are fields that canʼt be assigned automatically, pick the right choice     from the ...
The Database ManagerA mapping dialog allows you to fine-tune the import. For transactions belonging to a givenaccount in th...
The Database ManagerFor transactions which have not been properly assigned to any account using the Quickensoftware, iFina...
5Working with the iPhone
Working with the iPhoneImporting data from your iPhoneThereʼs a companion application called “iFinance Mobile” for the iPh...
Working with the iPhoneSeveral Macs, one iPhoneiFinance doesnʼt allow automatic syncing a database across several Macs. Th...
Working with the iPhone                              Mac A                                      Mac B              Databas...
Working with the iPhone  3. as soon as iFinance recognizes your device, select it from the list and click the Sync     but...
6Saving Your iFinance 3Database
Saving your iFinance databaseLocation Of The iFinance DatabaseThe iFinance database is stored under “Application Support/i...
Saving your iFinance databaseiFinance will prompt you to select a place and a name under which to save a completearchive c...
Saving your iFinance database         Storing your sensitive personal financial information online may         compromise y...
7Using iFinance 3
Using iFinance 3Structure Your FinancesThe left hand column of iFinances main window is the Organizer. It lets you structu...
Using iFinance 3Inclusion in total funds              Inclusion in total funds              By default, all Accounts withi...
Using iFinance 3This field is very important! If the start value is not correctly defined, the daily balance forthe account,...
Using iFinance 3use in this settings dialog, simply use the search field to enter the companys name andclick “Search”. Your...
Using iFinance 3Depending on the selected data source, the option “Visualization Mode”, allows you tochoose between “Accou...
Using iFinance 3Changing Settings For Existing ItemsYou may alter these settings at any time: Simply select the item to ed...
Using iFinance 3Folder totalsAs explained here, you can choose wether or not to include an accountʼs total or stockvalue i...
Using iFinance 3Instead of adding transactions manually, you may always populate accounts by importingsingle or multiple e...
Using iFinance 3RecurringRecurring Transactions, i.e. transactions that occur on a regular basis showing the sameamount, t...
Using iFinance 3        By clicking these fields directly, you switch to “Inline Edit Mode”, allowing        you to directl...
Using iFinance 3Day BalanceThe selected accounts balance at the end of that particular day.Trend indicatorThis is an arrow...
Using iFinance 3TitleAs with the “Comment” you should use this field to enter some descriptive text, making iteasier for yo...
Using iFinance 3Please see “Working with multiple currencies” for more details.Check NumberThis helps you keep track of yo...
Using iFinance 3CommentAs with the “Title”, you should use this field to enter some descriptive text, making it easierfor y...
Using iFinance 3Think of Split Details as of single “positions”, constituting, for example, a purchase whereyou acquire mo...
Using iFinance 3If a given transaction has a positive amount defined, activating “Transfer” means that onthis occasion, mon...
Using iFinance 3Recurring TransfersIf you pay your regularly occurring cable provider bill with your credit card, the Recu...
Using iFinance 3Using categoriesAlso, for each item, select the appropriate category or subcategory from a menuaccessible ...
Using iFinance 3Tags are self-contained: they cannot interfere with any other occurrence of the samestring anywhere else i...
Using iFinance 3Letʼs say you transfer money from an account in Europe to a U.S. account but all youhave is the Dollar amo...
Using iFinance 3ReconcilingiFinance allows you to tag transactions as either open, pending or cleared. By default,youʼll fi...
8Tracking Your Stocks
Tracking your stocksStock Items And PurchasesIn chapter 6 we saw how to add items to the “Stocks” section of iFinances Org...
Tracking your stocks  5. Repeat steps 1 to 4 for a purchase of e.g. another 1,000 shares on April 19, 2003, at     the pri...
Tracking your stocksFinding Stock Items On The InternetIf you hold shares in a publicly-traded company, you will know the ...
Tracking your stocksSummaryAn information summary for a selected stock appears below the various options in theEditor. Thi...
9Working With Budgets
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iFinance3Manual

  1. 1. iFinance Version 3.2 Manual
  2. 2. iFinance User GuideContentsWelcome To iFinance 3About This Manual! 8Registration, Demo and UpdatingProper Installation and de-installation of iFinance! 10Demo Mode — Using iFinance Without A Serial Number! 10Registering iFinance! 11 Locating your Serial Number! 11 The registration dialog! 12 Is my installation properly registered?! 12 Troubleshooting registration issues! 13Updates — Keeping iFinance Up-To-Date! 14 Automatic update notification! 14 Checking for updates manually ! 15Your First Look At iFinance 3All-in-one User Interface! 17Finding Your Way around iFinance! 18 Title Bar & Info Display ! 18 Organizer! 18 Viewer & Contextual Toolbar! 19 Editor & Contextual Help ! 20 Bottom Bar! 20ImportingThe Database Manager! 23 Creating a new database! 23 Change the location of your database(s)! 24 Migrating Data From iFinance 2! 25 A. You already started working with iFinance 3! 25 B. Youʼre using iFinance 3 for the first time! 25 C. Youʼd like to keep your old data separate! 25 Verify that there are no overlapping dates/duplicate transactions! 25Importing From Other Sources! 26 2
  3. 3. iFinance User Guide CSV (”.csv” files)! 26 MT940 (”.sta” files)! 29 Quicken (”.qif” files)! 30Working with the iPhoneImporting data from your iPhone! 34 One Mac, several mobile devices! 34 Several Macs, one iPhone! 35 Import or synchronize! 35 A. You entered data in iFinance for your Mac first! 36 B. You started out with iFinance Mobile on your iPhone! 37Saving Your iFinance 3 DatabaseLocation Of The iFinance Database! 39 Saving! 39 Activating Autosave! 39 Encrypt your database! 39Working With Archives! 39 Creating iFinance 3 archives! 39 Spotlight — track your archive files! 40Considering Backups! 40 Storage location! 40 Manual vs. automatic backups! 41Using iFinance 3Structure Your Finances! 43Working with Organizer Items! 43 Inclusion in total funds! 44 1. New Account! 44 2. New Stock! 45 3. New Budget! 46 4. New Chart! 46 New Report! 47 New Folder! 47Changing Settings For Existing Items! 48Folders & Subfolders! 48 3
  4. 4. iFinance User GuideFolder totals! 49Managing Transactions! 49 Adding Transactions! 49 The Transactions List! 50 Sorting Items In The Viewer! 53 Creating And Editing Transactions! 53Supported Transaction Types! 58 (Simple) Transactions! 58 Recurring Transactions! 58 Split Transactions! 58 Transfers! 58 Recurring Split Transactions! 58 Recurring Transfers! 59 Split Transfers! 59 Recurring Split Transfers! 59Categories & Subcategories! 59Tags! 60Automatic Categorization! 61Searching Transactions! 61Working with Multiple Currencies! 61 Jump back and forth between source and target accounts! 61 Exchange rates! 62Reconciling! 63 Smart definition of reconciling periods! 63Tracking Your StocksStock Items And Purchases! 65Example C: Working with the stock portfolio! 65Accessing Basic Settings For Stocks! 66Finding Stock Items On The Internet! 67Configuring The Stocks Performance Chart! 67How to automatically refocus on the current date! 68Working With BudgetsExample D: Budget “Groceries”! 70 Step 1 — Create A New Budget! 70 4
  5. 5. iFinance User Guide Step 2 — Basic Budget Settings! 70 Step 3 — Define Filters For Relevant Transactions! 71 Step 4 — Adding Relevant Transactions! 72ChartsCreating A New Chart! 75Basic Settings! 75First Look! 76 1. Full Screen Button! 76 2. Chart Name! 76 3. Interactive (3D)! 76 4. Print Version (2D)! 77Fine-tune Your Chart! 77 Period! 78 Chart Type Button! 78 Transfers Button! 78 Combine Values! 79 Mark Today! 79 Mark Future! 79 Combine Data! 79 Range Of Values! 79 Fast switching to a Report! 80Smarter Choices! 80 Accounts! 80 All accounts with identical currency! 80 Remove All! 80 Tags! 80 Use Tags! 81 All tags required to match! 81 Categories! 81ReportsAdjust viewing options (Eye Button)! 83 Filtering Rules! 84 Overview! 84 5
  6. 6. iFinance User Guide Show category analysis! 84 Show tag analysis, Show beneficiary analysis! 84 Time frame analysis! 84Further Options! 85 Transfers! 85 Zoom! 85 Chart Button! 85 Include Subcategories! 85List of relevant transactions! 86Report Folders! 86 Comparison of Reports! 86Exporting Account Selection! 89 Export Options! 89 Compatibilty Settings! 90PrintingGeneral information! 93Funds! 94Stocks! 95Budgets! 95Charts! 95Print on remittance slip blanks! 97 Automatic filling-in! 97 Printer settings! 98 Edit Templates! 99 Edit template copy ! 99 New template! 101AppendixPreferences! 103Shortcuts! 105 6
  7. 7. 1Welcome To iFinance 3
  8. 8. Welcome to iFinance 3About This ManualThe first part of this manual describes how to install and start iFinance for the first time,how you transfer information from any other software including iFinance 2 by means ofthe Database Manager and how to gain access to your iFinance Mobile data on youriPhone, iPad or iPod touch.We will then get you acquainted with our new iFinance 3 user interface and most of itsfeatures and options. Once weve covered the basic usage, well immediately dive intoworking with individual records and transactions:“Using iFinance 3” thoroughly guides you through some basic workflows, providinganswers to advanced questions like “How do I create a recurring transaction?” or “Can Iautomatically update the value of my stock portfolio?” .Nowadays, managing your financial assets demands close observation of the stockmarket and keeping an eye on your personal budget(s). Thats why we dedicate one fullchapter to each of these major concepts within iFinance 3.“Managing Stocks” talks of names and symbols and explains how you search for and addnew stock items. And you will learn how to use the “Stocks Performance Chart” tovisualize your portfolio.“Working With Budgets”, “Charts” and “Reports” shows you how to keep control overincome and expenses.To ease the transition from your previous financial software solution to iFinance 3, weoffer native support for “csv” (Comma-separated Values), “sta” (MT940), “qif” (Quicken)and of course for our own legacy iFinance formats .Even in this digital age, additional digital and plain paper hardcopies of your financial datacan be vital in case of disaster or your computer storage going awry:iFinance helps you export dedicated archives as backups “just in case”. Also, using thecomprehensive “.csv” format exporter, built into iFinance 3, you can make your dataavailable to third parties as easily and flexibly as possible. Read more about importingand exporting in the chapters “Importing Your Data” and “Exporting” .“Printing” describes how you create concise lists of all your transactions as well as vividcharts and output them using your favorite office printer .In case of questions, please see our ever expanding documentation or contact us usingthe contact form in our websiteʼs Support section:www.synium.de/support 8
  9. 9. 2Registration, Demo andUpdating
  10. 10. Registration, Demo and UpdatingProper Installation and de-installation of iFinanceAfter downloading the iFinance installer, please double-click it. An installation window likethis will appear:Please always drag and drop the iFinance application (the double-coin icon on the left) toyour Applications folder. This is required for flawless operation. Launching the iFinanceinstaller time and again and running iFinance from it can cause all sorts of problems.If youʼre cautious to install iFinance in the Applications folder - donʼt be! Youʼll merely haveto delete four different files in order to remove iFinance completely in case you donʼt wantto use it anymore: 1. iFinance in your Applications folder 2. com.synium.iFinance.plist in “your user folder” - Library - Preferences 3. Your iFinance database 4. The installer file you downloaded from our websiteDemo Mode — Using iFinance Without A Serial NumberIn case you read these pages without having purchased iFinance yet, thats fine! You cantry the program in demo mode for as long as you like, but youʼll need a valid SerialNumber to activate “Save”, “Export” and “Print”. 10
  11. 11. Registration, Demo and UpdatingTo work in demo mode, simply drop iFinance in your Applications folder, launch it and inthe registration dialog, just click the button labeled “Try Demo”.Registering iFinanceYou need to have your license with the Serial Number ready at hand.Locating your Serial NumberShortly after the online purchase from one of our distribution partners, you will receive aregistration e-mail with the Serial Number.Sometimes, youʼll receive more than one e-mail during the process. In that case, pleasesee which e-mail actually contains your Serial Number and which may simply be anacknowledgement of your purchase having been successful in the first place. Your Serial Number is similar to the pattern: SYN-IFIN-1234-ABCD-1234-ABCD-1234-ABCD-EFG This is not an actual valid number, itʼs for demonstration purposes only 11
  12. 12. Registration, Demo and UpdatingThe registration dialogOnce you have identified your Serial Number, launch iFinance. Upon launching, iFinancedisplays a window asking you to type in that number:Enter your Serial Number in the empty field at the bottom of this window and click“Register”. You donʼt need an internet connection for the registration process, nor are yourequried to send us an e-mail.Is my installation properly registered?There is a way to check if your installation of iFinance has been registered successfully: 12
  13. 13. Registration, Demo and UpdatingOpen the “ iFinance” menu and look for the “Register…” and “Buy” entries. If they aregrayed-out and unaccessible for your mouse, everything is OK: you have successfullyinstalled and registered iFinance!Troubleshooting registration issuesIf the Serial Number you entered is rejected during the registration process, this may havedifferent reasons: ✓ you did not enter the Serial Number correctly, or… ✓ you inserted the Serial Number into the registration text field using the “Copy & Paste” method, accidentally copying invisible characters (Line Break, Space).Please re-enter the Serial Number, exactly as given in the e-mail you received. Includethe prefix “IFIN-” and all separating hyphens (”-”). In case you need help with theregistration process, please contact iFinance support at Synium Software via the contactform on our website.Lost Your Serial Number?Keep the registration e-mail (from your online purchase) as it contains your SerialNumber. Best is to print a hardcopy of the registration e-mail and store it in a safe place —apart from saving the e-mail itself as a text file or PDF on your Mac (e.g. in your“Documents” folder).When do I need the Serial Number?The Serial Number is required whenever you want to install and use iFinance on a newMac or after reinstalling your Mac OS X operating system. You may also need it for futureupdates, special offers and support requests.Important:Please include as much detail as possible about your purchase: ✓ which product are you inquiring about (in this case “iFinance”) ✓ (estimate of) date of purchase 13
  14. 14. Registration, Demo and Updating ✓ your first and last name(s) ✓ some contact information like city, ZIP code, state, country ✓ e-mail address (the one you used during the purchase). If you are unsure which e- mail account you have been using at the time, please send as many potential e-mail addresses as you remember.Although we try to keep response time low, please be patient. Due to us mostly workingon weekdays only, we cannot always guarantee an immediate reaction to your requests.Please factor in that weʼre most likely in a different time zone (Germany) so if youʼrewriting us at 3 AM local time on a saturday, it will take some time for an answer to arrive.Mostly though, we have a response time of just a few hours for anything related to lostSerial Numbers. www.synium.de/supportUpdates — Keeping iFinance Up-To-DateSoftware such as iFinance, though thoroughly tested, will require updates which deal withsoftware errors which may not even bother you but can cause problems on certain systemconfigurations under certain conditions. On the other hand, updates may just introducenew features.When we add new features to iFinance or fix any known problems, we will make theseenhancements available online. All updates within a major version (1.x, 2.x or 3.x) are freefor registered customers of iFinance, in fact we didnʼt charge for any iFinance update orupgrade yet. As soon as we have to, weʼll inform you of the upgrade pricing beforeinstalling the latest version.So there really is no reason for you to leave out any update. Just make sure you create abackup copy of your database as a precaution before every update.Automatic update notificationiFinance regularly checks for updates over the Internet. Once an update becomesavailable, youʼll be informed after launching iFinance. Starting with version 3.1, iFinancerelies on an automatic update service.A window will open, informing you of the update and detailing all improvements thisupdate brings. The Updater lets you: 1. Cancel: The update will not be installed, but you will be reminded the next time you launch iFinance. 2. Skip version: The update will not be installed, youʼll be notified as soon as the succeeding update is available. 3. Download: The update is downloaded and installed.The actual updating is fairly easy. Simply click “Update” as soon as the download iscompleted. The update will be installed and the new version of iFinance will launch. 14
  15. 15. Registration, Demo and UpdatingChecking for updates manuallyIf you want to check for the availability of software updates yourself, go to the ApplicationMenu “iFinance” and choose “Check For Updates…”.Either youʼll see the update window open or the following message, telling you that yourcurrent installation of iFinance is OK and does not need to be updated: 15
  16. 16. 3Your First Look AtiFinance 3
  17. 17. Your first look at iFinanceAll-in-one User InterfaceiFinance 3 keeps everything in one compact, resizable window, helping you focus on yourwork. The new user interface groups all frequently-used controls and buttons in the lower-central portion of the iFinance window. This avoids unnecessary mouse movement. Themain part of the UI with all lists and information views then forms a semicircle around andabove these controls.The new UI is also much more graphical, and it dynamically visualizes your actions:Subtle and strictly functional animated effects help you follow actions on screen,configurable coloring of items and interactive elements guide you through data input,editing and analysis.Some elements conveniently hide from view when they arenʼt needed. They virtuallyvanish out of sight, granting you an even clearer perspective on your financial status andtransactions.Simply put, iFinances main window is divided into five areas: 1. Title Bar & Info Display 2. Organizer 3. Viewer & Contextual Toolbar 4. Editor 5. Bottom Bar 1 2 3 4 5 17
  18. 18. Your first look at iFinanceEach area serves a specific purpose, but only one is truly “static”: the “Organizer”. All theothers change according to your actions within iFinance and contextually display requiredinformation or tools for managing your assets.Finding Your Way around iFinanceTitle Bar & Info DisplayThe title bar of iFinances main window holds a central display, resembling the screen ofyour car stereo. This “Info Display” contextually displays certain information, depending onwhich feature you are currently using.Furthermore, theres the sprocket-like Preferences button, granting access to the iFinancepreferences window and many options you may want to configure to your liking.OrganizerThe Organizer is the column to the left. It can be resized by grabbing and dragging itsright border. The Organizer holds groups of items which make up and help you plan yourassets: ✓ Funds ✓ Stocks ✓ Budgets ✓ Reports ✓ ChartsThese groups contain any number of accounts, stocks, budgets, reports or charts, whichin turn can be grouped by placing them into enclosing folders. You can freely name itemsand folders, giving you a great amount of flexibility when it comes to organizing yourfinancial data. 18
  19. 19. Your first look at iFinanceViewer & Contextual ToolbarWhen ever you select any of the items in the Organizer, you will see the right portion ofiFinances main window change. The top right area is called the “Viewer”, and its size andcontents rearrange, matching the context youre working in.For every item under “Funds”, i.e. cash and bank accounts, as well as bank or creditcards, the Viewer behaves the same: Click on any of the items in the Organizer to the left,and the Viewer displays a list with all the transactions for the selected account — the“Transactions List”.Clicking on one of the items under “Stocks”, brings about the “Stocks Performance” chartfor the selected item. Such an either 2D or 3D graphic also appears, once you click onany of the ”Charts” in the Organizer.Budgets behave just the same: in the Organizer, click one with your mouse, and you will 19
  20. 20. Your first look at iFinancesee the graphic Budget Status Bar appear in the Viewer to the right. Underneath, still inthe Viewer, a comprehensive list shows all relevant transactions for the selected budget.Still part of the Viewer but also distinct, the “Contextual Toolbar” is a small strip of toolsand controls underneath the Viewer itself. These tools change contextually, hence thetoolbars name. It is here that special buttons allow you to add (”+”), remove (”-”) or auto-categorize transactions as well as toggle between Full Screen, 2D and 3D views forcharts. Whenever available, a comprehensive, contextual “Search” may also be triggeredfrom this set of buttons.A narrow horizontal bar separates the Viewer from the Editor below. Grab this bar withyour mouse and drag it up and down to change the size of the Viewer and Editor,respectively.Editor & Contextual HelpWhen you select an item from the Organizer, a specific context unfolds in the Viewer — inturn, selecting an item from the Viewer then activates the Editor and brings about anumber of dedicated tools and controls to manipulate e.g. a single transaction entry.Bottom BarThe Bottom bar is another “contextual” feature of iFinances user interface: depending onthe tool you are currently using, more or less options will become available.While the “Contextual Toolbar” and “Editor” serve to add, remove or manipulate theentries of a specific type at a rather fine-grained level, it is in the “Bottom Bar” where youedit your database more “globally”: 20
  21. 21. Your first look at iFinanceThe “+” and “-” buttons in the Bottom Bar serve to add or remove items to/from theOrganizer: ✓ Accounts (Funds) ✓ Stocks ✓ Budgets ✓ Charts ✓ Folders & SubfoldersThe multicolor “Edit Categories” button opens a separate Categories window.Use the controls in this window to create, remove and/or (re-)name categories andsubcategories, to define keywords and choose their color schemes. Please read on formore information on how to use (sub-) categories and keywords to structure your dataand ease your daily routine.Further to the right, the “Print” button grants immediate access to printed or PDF output,so that you may easily print lists or charts right from within iFinance. Chapter 11 isdedicated to printing exclusively, please refer to that chapter for in-depth information.Lastly, the blue-white “i”, ubiquitous in many applications on the Mac for “Inspector” or“Information”, invokes the most fundamental settings or information for an item — again,depending on the context. 21
  22. 22. 4Importing
  23. 23. The Database ManagerThe Database ManagerStarting with version 3.1, iFinance will by default display a startup window, the DatabaseManager, letting you work with separate databases for separate occasions. Now you canhave individual database files for your marching band club revenue and for your privateaccounts.The Database Manager is accessible from within iFinance in the File menu, as well.Quickly switch over to a different database by selecting the “Change Database” option.Creating a new database 1. In the Database Manager, click the plus sign in the bottom left corner in order to add a database. 2. Name it so you can easily distinguish your different databases. 3. Select the database youʼd like to work on from the list and click the “Open Database” button. 23
  24. 24. The Database ManagerChange the location of your database(s)iFinance manages multiple databases in a comprehensive library - very much like iTunesor iPhoto. Each single database can contain multiple accounts and is stored in a separatedatabase file. All database files are saved in a common folder, your Library.If you didnʼt change the location, this folder can be found at:“Your User Folder”/Library/Application Support/iFinance3In case youʼd rather change the location to your Documents folder, 1. Click the Change button in the startup window. 2. An Open Dialog window will open. 3. Select a new location (we recommend creating an “iFinance Databases” folder in your Documents folder for it). 4. Confirm the selection. 5. iFinance will move all your databases to the folder you selected.You can store your databases in folders on your hard disk as well as on any external harddisks, USB memory sticks or network folders. Please note: what you select here is your databaseʼs actual storage location. Please specify only locations on trustworthy storage media - both in respect to data security (against unauthorized access), as well as data integrity (data is safe from data loss). If you specify external storage locations not covered by Time Machine backups, please do regular backups of your data manually.You could use a shared network folder for your own and your partnerʼs data by choosingthe same location on a network drive. Please consider the consequences - once youmerge your libraries, there is no way you could separate them automatically again.In case you have to separate your libraries anyway, please move the database files inquestion to a different location manually. As soon as you define that folder as yourdatabase libraryʼs location in iFinance, these files will be listed in your database manageragain. CAUTION: a centralized network folder doesnʼt allow concurrent data editing (i.e. working on the same data at the same time). Only the user who saves his changes first can actually save his changes permanently. Other usersʼ work will not be permanent in this case. 24
  25. 25. The Database ManagerMigrating Data From iFinance 2For all our former iFinance 2 users, thereʼs three ways to preserve your data:A. You already started working with iFinance 3Launch iFinance, then open the database you created from the Database Manager. Whatyouʼd like to do is add your iFinance 2 data and merge it with your new data. 1. Go to the File menu and click “import” - “iFinance 2 File…”. 2. Browse to the folder containing your iFinance 2 database and select it. 3. Importing will add all accounts and charts you created in version 2 to your iFinance 3 data.B. Youʼre using iFinance 3 for the first time 1. Click the “Import iFinance 2 File” button in the Database Manager. 2. Browse to the folder containing your iFinance 2 database and select it. 3. Your current accounts and charts are imported, the file is automatically named after the imported fileʼs name.C. Youʼd like to keep your old data separateProceed as if you were using iFinance for the first time. Create a separate new databasefor your new data by clicking the plus button in the bottom left corner.In any of the above cases, the accounts, categories and transactions are transfered intoyour new iFinance 3 database unchanged. Please check if everything went smoothly.Even if you named your items exactly the same as in iFinance 2, the import does nevertruly “merge” the entries. Rather, iFinance 3 avoids too much automatism at this point toprotect your valuable data.Verify that there are no overlapping dates/duplicate transactionsAdding data from an old database will influence your total funds. Make sure you didnʼtcreate duplicates: 1. Go to the (new) account you have been using since buying iFinance 3 and check which is the “oldest” transaction. 2. Open the automatically created, imported (old) account from iFinance 2 and look for the most recent transaction. 3. If the most recent transaction from the import is older than the oldest transaction which you recently entered into iFinance 3, your data is okay. 25
  26. 26. The Database Manager 4. Itʼs safe to simply select all transactions from the imported (old) account and drag them to the (new) account with the same name. 5. To guide you in this process, iFinance 3 highlights all valid target accounts green. Items highlighted red are of a different kind — you cannot, for example, drag transactions from Accounts on Stocks or Charts. Depending on the number of transactions youve just dragged from one account to the other, iFinance 3 may require some time to merge the information. This is usually just a matter of seconds. But please be patient if it does take longer than expected.Importing From Other SourcesiFinance 3 natively supports these common data formats: ✓ “CSV” ✓ “MT940” ✓ “Quicken Interchange Format”The following pages give you a broad view over the formats and iFinanceʼs capabilities towork with such data.CSV (”.csv” files)CSV (”Comma-separated Values”) is available as an export option in spreadsheetapplications like Apple Numbers, Microsoft Excel, OpenOffice.org, as well as in mostsoftware for personal finance management.When exporting in CSV format, data is saved as one table row per transaction, withcolumns containing the associated values like date, target account and amount. CSV-formatted data is stored in plain text files with the suffix “.csv”.Categories in CSV filesiFinance supports importing categories formatted as “super-category:sub-category”.For example: a transaction containing “candy:cotton-candy” in the Category field will beassigned cotton-candy as Category and since this category doesnʼt exist yet, itʼs 26
  27. 27. The Database Managerautomatically added to your Categories; candy being the super-category and cotton-candyits sub-category.Importing 1. Invoke the CSV import from the File menu with the “Import” - “CSV file …” option. 2. Browse to your csv file, select it and click “Open”. 3. A dialog window will open. Select the account to assign the imported data toiFinance analyzes the file before importing and prompts you to define which columncorresponds to which value for an entry. In this dialog, iFinance also allows you to excludesingle entries (rows) by unchecking the checkbox at the beginning of each row.While you may freely choose to discard redundant information by setting the column to“Ignore” and/or unchecking the checkbox, some information is absolutely required foriFinance to proceed with the import: 27
  28. 28. The Database ManagerEach imported transaction must contain date information. Please look for the columncontaining the transactions date, click on the columns heading pop-up button and select“Date” from the menu which opens under your mouse pointer.Next, you must identify the column containing the amount of the transaction(s). Find thecolumn containing the amount, again, click on the columns heading pop-up button andselect the appropriate one of the following three options: ✓ “Amount (Debit/Credit)” ✓ “Amount (Debit)” ✓ “Amount (Credit)”In the pop-up menu, there are other options too, ready to be assigned to columnscontaining other values like: ✓ Sign (Debit/Credit) ✓ Transaction Title ✓ Beneficiary/Account of ✓ Beneficiary ✓ Account of ✓ Category ✓ Check Number 28
  29. 29. The Database Manager ✓ Comment 1 ✓ Comment 2 ✓ Comment 3 ✓ Comment 4Once you identify the column containing the “Date” information, iFinance attempts tosemi-automatically match the date format encountered within the import against a numberof commonly-used formats. Make sure that the “Date Format” pop-up button below thematching table is set to the correct format.You may also define your own “Custom …” date format. As long as either the amount column, the column for date or the date format are not appropriately defined, iFinance highlights these invalid entries in the matching table with a light-red overlay and deactivates the “Import” button.MT940 (”.sta” files)Many bank institutes use this plain text file format to digitally store single transactionrecords as well as combined account information containing multiple transactions andbalance information. While “MT940” is the name of the format, files formatted accordinglymost likely carry the suffix “.sta”. 1. Invoke the MT940 import from the File menu with the “Import” - “MT940 (SWIFT)…” option. 2. Importing and matching date and amount information is fully automatic for MT940 files. 29
  30. 30. The Database Manager 3. In case there are fields that canʼt be assigned automatically, pick the right choice from the drop-down menus.Quicken (”.qif” files)Intuits “Quicken” is a personal finance management application. iFinance 3 directlyimports files stored in the “.qif” format and fully supports these types of items: ✓ Accounts ✓ Categories ✓ Transactions ✓ Transfers ✓ SplitsSimply select “Import” - “QIF” from the File menu. 30
  31. 31. The Database ManagerA mapping dialog allows you to fine-tune the import. For transactions belonging to a givenaccount in the Quicken source file you may define target accounts from your iFinance 3database, so that all these transactions are automatically merged with your existingfinancial data. 31
  32. 32. The Database ManagerFor transactions which have not been properly assigned to any account using the Quickensoftware, iFinance prompts you to select a target account from within the iFinancedatabase.Categories present in the Quicken source file are fully preserved during import. As long asa match can be found among the categories defined in your iFinance 3 database, everyitem will be correctly assigned the appropriate category. If no match can be found, therequired category will be created in iFinance 3.Date format matching is semi-automatic. Please refer to my description of CSV import tolearn how to define the correct format for date information. iFinance does not support Quickens investment transactions yet. 32
  33. 33. 5Working with the iPhone
  34. 34. Working with the iPhoneImporting data from your iPhoneThereʼs a companion application called “iFinance Mobile” for the iPhone and iPod touchavailable in the AppStore. This application lets you record your spendings on the go,making it easier not to forget any lunch at a diner, not a single train ticket or receipt at thesupermarket.Please consider the limitations when combining your Mac and iPhone before syncing forthe first time. After the following basic information, youʼll find step-by-step instructions forsetting up your sync.One Mac, several mobile devicesThe iPhone, as well as the iPod touch are valid options for tracking your finances on thego. Mac A Database A1 Database A2 A1 & A2 A1 & A2 iPhone X iPhone Y Mobile database A1 Mobile database A1 Mobile database A2 Mobile database A2 Sync Direct sync impossible 1. You can use several mobile devices for one database (A1) on your Mac, allowing you and your partner and children to enter data for a shared account. 2. Several databases on one Mac can be synced to several mobile devices (A1 & A2) 3. iPhones canʼt sync amongst themselves directly, just with a Mac as a central sync server. 34
  35. 35. Working with the iPhoneSeveral Macs, one iPhoneiFinance doesnʼt allow automatic syncing a database across several Macs. Thatʼs why inthis illustration, databases A1 and A2 can exclusively be found on Mac A, not Mac B. Mac A Mac B Database A1 Database B1 Database A2 Database B2 A1 & A2 B1 & B2 iPhone Y Mobile database A1 Mobile database A2 Mobile database B1 Mobile database B2 Sync Sync impossible 1. You can sync one mobile device with an unlimited number of databases A(1, 2, 3, …) from Mac A and databases B(1, 2, 3, …) from Mac B. 2. You canʼt, however, sync Mac Aʼs databases with Mac Bʼs databases using the iPhone as a sync server.Import or synchronizeSynchronize means iFinance automatically ensures that all data on your Mac and iPhoneis identical.Importing doesnʼt go just as far, as it only reads the data from your iPhone. This is whyyou can, for example, sync database A1 between Mac A and an iPhone and then importthat data on a second Mac, i.e. Mac B.This will, however, not be database A1 which is on your Mac A, even though all currentdata from that database is now imported on Mac B. This database on Mac B is called D1,as you will not be able to sync any changes introduced on Mac B back to your iPhone. 35
  36. 36. Working with the iPhone Mac A Mac B Database A1 Database B1 Database A2 Database B2 Database C1 Database D1 B1 → C1 A1 → D1 A1 & A2 B1 & B2 iPhone Y Mobile database A1 Mobile database A2 Mobile database B1 Mobile database B2 Sync Import from an iPhone database Direct sync impossibleOverall, syncing as well as importing your data requires a licensed copy of iFinance 3 onyour Mac. Caution: Importing is not syncing! Your desktop database and your mobile device are automatically assigned to another during the sync process. This is required for the sync to work. After youʼve synced properly once, all changes on the mobile device(s) will be inserted in your desktop iFinance database.A. You entered data in iFinance for your Mac firstMake sure you sync your data with iFinance Mobile on your iPhone first. Additionalinstructions are available inside iFinance Mobile. A wireless network connection shared byboth your Mac and mobile device is required. Syncing over USB is not available. IniFinance on your Mac, just 1. click the “iPhone and iPod touch” entry in the left hand column, 2. launch iFinance Mobile on your mobile device and activate syncing. 36
  37. 37. Working with the iPhone 3. as soon as iFinance recognizes your device, select it from the list and click the Sync button within iFinance.Once the sync is completed, start using iFinance Mobile.B. You started out with iFinance Mobile on your iPhone a) If you are new to iFinance on your Mac, import your iPhone data via the Database Manager which will create a new database on your desktop and then sync the device first before proceeding. b) If you are an existing user of iFinance for your Mac but created a new database in iFinance Mobile for testing purposes on your device, there is no way you can sync this mobile database with your desktop database, even if theyʼre named identically. In order to avoid the hassle of importing, converting and then merging the data manually, please always sync once before seriously using the mobile device. 37
  38. 38. 6Saving Your iFinance 3Database
  39. 39. Saving your iFinance databaseLocation Of The iFinance DatabaseThe iFinance database is stored under “Application Support/iFinance3/” in your users“Library” folder. The complete path is:“your_user_Folder”/Library/Application Support/iFinance3/SavingiFinance saves your database every time you quit the application. So, quitting iFinancenot only closes the program, but also saves all your recent changes.You may also manually save at any time by clicking the “Save” option from the File menu.Activating AutosaveWe highly recommend setting iFinance 3 to automatically save all the changes to yourdatabase at regular intervals. In case you rarely power down your Mac at all, you may runinto trouble and suffer data loss in case your system ever crashes without you havingpreviously saved the iFinance database.Open iFinances “Preferences” window, go to the “Document” pane and activate thecheckbox “Save automatically every 5 minutes”.Encrypt your databaseYou can dramatically increase your data security against unauthorized access bypassword-protecting the database file and, if necessary, even encrypt it.Password protection will keep others from accessing your data with any copy of iFinanceunless theyʼre given the password. With a lot of effort and appropriate means, however,password protection can be breached. So, while this offers an elevated level of security, itdoesnʼt provide the highest security available. On the plus side: if you ever forget yourpassword, we might be able to unlock your database if you send it to us and reset thepassword for you.If you opt for encryption, though, your data is highly secure, so much so in fact that evenwe canʼt help you in case you forget your password. Youʼd still have your data but wonʼtbe able to access it unless you recover the password.In order to activate password protection and optional encryption, please open iFinanceʼsPreferences (via the cogwheel button to the right or the iFinance Menu).Select the Database pane tab and activate the options under the “Password Protection“header.Working With ArchivesCreating iFinance 3 archivesCreating an iFinance 3 archive is easy: Go to the “File” menu and select “Export”“iFinance 3 Archive …”. 39
  40. 40. Saving your iFinance databaseiFinance will prompt you to select a place and a name under which to save a completearchive copy of your iFinance 3 database. Such archive files carry the suffix “ifi3a”.Spotlight — track your archive filesFinding an iFinance 3 database archive you created in the past is easy: Simply useApples ”Spotlight” feature. Of course, Spotlight will only show you files stored on yourMac — or on external hard disks connected at the time of the search:Click the “Spotlight” icon in the upper right corner of your Macs screen and enter “.ifi3a”into the search field. Spotlight will immediately start looking for everything on your Maccontaining this phrase. Please make sure that you enter the search string withoutquotation marks but include the leading dot.Search results are shown in real-time underneath the search string. Clicking on “Show All”will open all search results in a separate window. This is very useful if there are severalresults matching your search criteria.Clicking on the column header “Kind” sorts all the results by file type. This immediatelygroups all your iFinance archive files together — useful for the rare occasion that someother files matched the “.ifi3a” search string.Selecting one of the files with your mouse pops up the file path at the bottom of thesearch results window. This path tells you where exactly the selected file is stored on yourMac.But even more handy is the contextual menu of Mac OS X: right-click (CTRL-click) on asearch result with your mouse and select “Open Enclosing Folder” to directly show the filein a Finder window. From there you can then easily move or copy the database file, e.g. toa different folder or onto a backup disk.Please read on to learn about backup strategies:Considering BackupsWhile working in iFinance, regularly go to the “File” menu and select the “Save” option tosave the current state of your finances database. Per se, this does not provide anyadditional safety. None at all! In case of hard disk failure, data that hasnʼt been backed upcan only be retrieved by specialized (and expensive) services.There are various ways for creating a safety net for your valuable data. Twoconsiderations should be taken very seriously though:Storage locationYour internal hard disk is in no way a safe location. Please create frequent backups onCDs, USB memory or online backup services. Using an online and remote backup servicelike the one included with Apples “Mobile Me” is also a viable alternative: you dont haveto travel anywhere to retrieve the data in case of emergency. 40
  41. 41. Saving your iFinance database Storing your sensitive personal financial information online may compromise your own security: Make sure to rely on services you trust which have proven to be reliable and secure. They should also make use of secure encrypted transmission methods while storing or accessing your data. You should also consider encrypting the data you are about to upload to the “Cloud”Manual vs. automatic backupsManual backups give you the advantage of always knowing how much time has passedsince you last made sure your data is safe. Automatic scheduled backups, however,relieve you of the burden of remembering it.We advise all customers to at least use the free Time Machine backup mechanismincluded in Mac OS X 10.5 and 10.6. If you simply attach a USB hard disk and have TimeMachine work its magic, youʼll have greatly improved recoverability after system failure byan order of magnitude.In case youʼre concerned that might not be enough for your data, please contactspecialized data backup providers. 41
  42. 42. 7Using iFinance 3
  43. 43. Using iFinance 3Structure Your FinancesThe left hand column of iFinances main window is the Organizer. It lets you structure yourassets and gives fast access to Accounts, Stocks, Budgets and Charts by clicking onthese items. Within categories, use folders and subfolders whenever it makes sense toyou - after all, itʼs you who will regularly be working with this data. Funds Stocks Budgets Reports Charts MobileFor example, iFinances default database groups Bank Account and Credit Card inside afolder named “Accounts”, while the charts for Income and Expenses are contained withina “Categories” folder. iFinance supports an indefinite number of items and folders.Working with Organizer ItemsTo create any new item or folder, click the plus button in the Bottom Bar, underneath theOrganizer. A floating menu appears:From the menu, choose one of five options, to create e.g. a new account or folder. Next, adialog prompts you for a number of different basic settings, depending on the item youjust created: 43
  44. 44. Using iFinance 3Inclusion in total funds Inclusion in total funds By default, all Accounts within a folder will be summed up and a total for that folder is displayed. All folder totals are consolidated into the amount of total funds. When creating a new Account or a new Stock, you can choose to include or exclude them in the total Funds. If you change your mind along the way, simply double-click an account or a stock in the left hand organizer and change this setting. For Accounts included in the total Funds, the amount is displayed with dark blue background color, Accounts not included are highlighted light-gray.1. New AccountWhile creating new stocks and charts maybecome a frequent habit, depending on yourday-to-day use of iFinance — adding accountsor changing their behavior should only occuronce in a while – Whenever you open a newaccount at your bank, or if you decide to trackanother bank or credit card.For each account, there is some basicinformation to define:Account NamePlease use a name which best describes thisaccount. “My Private Account at Bank XYZ” or“Account No. 123 456 789 at Bank XYZ” —iFinance doesnt care, but you should know atonce which account the name refers to.Start ValueWhile this field defaults to zero (”0.00”), itaccepts any amount with which iFinance shouldstart tracking a particular account.If you know that you can only access account information back to a certain date in time, atwhich the account in question already showed a balance other than zero, simply enterthat balance as the start value. 44
  45. 45. Using iFinance 3This field is very important! If the start value is not correctly defined, the daily balance forthe account, and of course for your assets in total, will never correspond to the total fundsactually available to you.CurrencyA very important setting too: iFinance supports multiple currencies per database but anyaccount considers only one currency for its transactions. Please choose the appropriatecurrency from the pop-up button.The use of foreign currencies is described in the section “Working With MultipleCurrencies”.Other information to enter in the settings dialog for an account includes the Icon to displayin the Organizer, the Account Number, Bank Code and Bank Name as well as the morecomprehensive IBAN and BIC/SWIFT.2. New StockIn the default database setup, iFinance automatically creates one example item underStocks —  the “Apple” (Name) or “AAPL” (Symbol) entry, representing the stock of thecompany Apple Inc., traded at the New York Stock Exchange.For all the stocks added to this section, iFinance displays a configurable and printableStocks Performance Chart in the Viewer to the right. More on this later .Each stock must be defined by such a generic Name and a unique Symbol. The namesare freely definable to best describe each stock to yourself. Symbols are unique, but theremay be more than one symbol for a given company:Symbols are issued by the stock trading institutions of the national and international stockmarkets, such as the “NYSE” (New York Stock Exchange in New York/U.S.A.) or the“DAX” (maintained by the Deutsche Börse in Frankfurt/Main, Germany). So, if acompanys shares are traded at more than one market place in the world, every suchplace has a unique identifier for the share.If you hold shares in a publicly-traded company, you will know the symbol required tosearch for. But if you want to track certain stocks and are unsure about which symbol to 45
  46. 46. Using iFinance 3use in this settings dialog, simply use the search field to enter the companys name andclick “Search”. Your Web browser then opens with a list of search results from Yahoo,which is the service iFinance uses to query stock market information.Identify the symbol for iFinance to use and enter it into the “Symbol” field of the settingsdialog. Then click “Done” to finish creating the new stock to track, or to save the changes.More options to define the way the “Stocks Performance Chart” in the viewer to the rightbehaves will be discussed in “Tracking Your Stocks”.3. New BudgetBudgets help to keep your earnings and spendings within specific boundaries. Either tosimply avoid running out of cash before the end of the month, or to assist you in puttingaside the money required for the Caribbean cruise, for that new car, your kids collegeeducation …you get the idea.When you first create a new budget by clicking the “+” button in the Bottom Bar, your areprompted for a name. Budgets are defined, interactively, in the “Editor” portion of theiFinance window. We will talk about this later in “Working With Budgets”.4. New ChartCharts in iFinance are graphical representations of either snapshots or historical trends,regarding your personal finances. Once you have imported or entered a sufficient amountof information, they vividly and interactively visualize certain contexts either by account(s)or categories.After naming your new chart and because iFinance also needs to know which basic datato consider, you must select the desired “Data Source” from our set of predefined optionssuch as e.g. “Account History”, “Income/Expenses” or “Profit/Loss”. 46
  47. 47. Using iFinance 3Depending on the selected data source, the option “Visualization Mode”, allows you tochoose between “Accounts” and “Categories” for the perspective this newly-created chartgrants on your data.More tools for fine-tuning any chart are available in the “Editor” portion of the iFinancewindow. But we will go into more detail in “Creating Charts”.5. New ReportReports behave very much the same as charts. One major difference is you donʼt have toselect a data source, instead, you simply select one of the templates like Income/Expenses or Profits/Losses. Please see chapter 11 for more detailed information.6. New FolderFolders exist for all four sections of the Organizer. Folders can be grouped hierarchically,one inside the other, to allow for complex logical structures. Every such level of yourcustom folder hierarchy supports multiple items and folders.Its “Name” and “Type” are the only settings currently available for a folder. “Type” firmlydefines the section to which a given folder belongs.If you select a folder or subfolder within any of the sections, prior to hitting the “+” button,iFinance automatically assumes that location as the place for the new item or folder to becreated. You may later change the exact location for an item, simply by dragging it aroundwithin the same section. 47
  48. 48. Using iFinance 3Changing Settings For Existing ItemsYou may alter these settings at any time: Simply select the item to edit and click the blue-white “i” button in the Bottom Bar or simply double-click the item in the Organizer andchoose the appropriate option from the contextual menu.If you want to move an item or folder to a different (sub-) folder within the same sectionlater on, simply drag it with your mouse to the desired location and drop it. iFinancehighlights in green, where you may put an item. A blue line indicates where the item willbe placed. Red highlighting warns you that such areas cannot host a given item.Folders & SubfoldersWhile “Funds” and “Stocks” display the total worth of all cash and bank accounts orstocks, respectively, single items in the Organizer may still be grouped in distinct foldersand subfolders.E.g., should you be tracking accounts for members of your family or specific projects, thisallows you to structure the iFinance database in a way that each family member or projecthas a corresponding folder. 48
  49. 49. Using iFinance 3Folder totalsAs explained here, you can choose wether or not to include an accountʼs total or stockvalue in the superordinate folder and since all folders are consolidated in the end,ultimately in the total Funds.Folders can come in pretty handy when working with multiple currencies, too. You canwork with european Accounts, all in Euro but for a better overview, the folder will displaythe total in US $.Just double-click the Folder in the Organizer and select the currency from the list. Thiscan be reverted at any time and gives you a fairly exact estimation based on the mostcurrent exchange rate determined by iFinance.Managing TransactionsFor transactions, you will mostly be working in the right portion of the iFinance window.The Viewer and Editor are your tools of the trade:Adding TransactionsImmediately underneath the Viewer, in the Contextual Toolbar are plus and minus buttons.Use them to manually add to or remove items from the account selected in the Organizerto the left. 49
  50. 50. Using iFinance 3Instead of adding transactions manually, you may always populate accounts by importingsingle or multiple entries from an external data file. Please refer to „Importing Your Data“to learn more about importing and file formats supported by iFinance.Whatever the procedure for adding data, once you click on any one of the items under“Funds” in the Organizer, the Viewer changes to the “Transactions List” — a list of alltransactions available for the selected account:The Transactions ListIn the Transactions List each row corresponds to one transaction and the columns divideinformation for each transaction into several cells. While the contents of every single cellmay be edited “inline”, directly inside the Transactions List, it is recommended to use theEditor to edit this information.Lets have a look at the information available for each entry:LabelSelectively label an entry to remember it for editing at a later moment. Use the “Label ThisTransaction” checkbox in the Editor to set or remove the Label flag. The Transaction Listis sortable by any criteria by clicking in the corresponding columnʼs headline.Activate or ConsiderUncheck the box in front of a transaction to deactivate and exclude it from all calculationsin the database. Inactive transactions remain fully searchable, but they will not beconsidered for any mathematical calculations and not show in, totals or graphicalrepresentations, like charts or Budget Status Bars. 50
  51. 51. Using iFinance 3RecurringRecurring Transactions, i.e. transactions that occur on a regular basis showing the sameamount, title and beneficiary can easily be specified by the “Repeat” dropdown as daily,weekly, monthly, yearly or even at a user-defined intervall. The Recurring icon will showup for all recurring transfers in the Viewer.Part of a TransferTransactions from one of one ownʼs accounts to another are marked by the “Transfer”checkbox. Clicking this checkbox allows you to select one of your own accounts as thetarget. All transactions marked as transfers show the “Part of a Transfer” icon in theViewer.DateYou can type directly into the date field or use the Editor to choose the appropriate datefrom the Date Picker, accessible via a small calendar icon next to its date field.CategoryCategory Indicators are solid bubbles, matching the color definition for the specificcategory. If an item has not been assigned a category, you will see a glass-like,transparent bubble instead.Optionally, for “Split Transactions”, category indicators may appear as “Pie Charts”, withslices of different colors, representing the categories assigned to each individual item ofwhich a split transaction consists. Color blind users best use the optional text display.Transaction TitleAs with “Comment”, this field usually holds some descriptive text, making it easier for youto search for and understand the purpose or context of a transaction.You are free to work with Title and Comment in any way you like, but it is probably a goodidea to use one of both fields for the textual information accompanying the written/digitalrecord of any given check, bank transfer or other transaction. 51
  52. 52. Using iFinance 3 By clicking these fields directly, you switch to “Inline Edit Mode”, allowing you to directly type into the cell and input some text. This allows for very quick on-the-fly editing and is basically the same as using the Editor.Credit and DebitThese two columns hold positive or negative values. With their green or red backgroundcolor and the “+” and “-” sign in front of each amount it is very easy to distinguish Creditfrom Debit.CommentAs with “Transaction Title”, this field usually holds some descriptive text, making it easierfor you to search for and understand the purpose or context of a transaction.You are free to work with Title and Comment in any way you like, but it is probably a goodidea to use one of the two fields for the textual information accompanying the written/digital record of any given check, bank transfer or other transaction.Mostly, comments will be information relating to the reason or purpose of a transfer,intended for the payer, as well as for the beneficiary to keep their accounting as well-documented as possible.Dont waste time entering redundant information. But if a transaction refers to, e.g. aspecific contract or purchase you have on file, it surely comes in handy to be able toannotate a reference to precisely that contract or invoice. By clicking these fields directly, iFinance switches to “Inline Edit Mode”, allowing to directly type into the cell and input some text. This allows for very quick on-the-fly editing and is basically the same as using the Editor.AmountThis is the total amount of money for the transaction. Positive and negative amounts caneasily be distinguished by the “+” and “-” signs and green or red colors.Explaining Day Balance HeadersWhen you select the “Date” column in a Transactions List in iFinances Viewer, you willsee tiny horizontal rows inserted between some of the transactions. Looking closer, youmay have already guessed that these rows separate transactions into blocks of calendardays. Such headers only appear when sorting the Transactions List by date.Every such row is a “Day Balance Header”, with all transactions belonging to that dayappearing immediately below. In this example, the balance rose from -1,756.43 to +8,099.69 €. 52
  53. 53. Using iFinance 3Day BalanceThe selected accounts balance at the end of that particular day.Trend indicatorThis is an arrow, indicating if your account balance has been going up or down orremained unchanged, if compared with the previous day balance.Sorting Items In The ViewerBy clicking any of the column headers, the corresponding column is activated, tellingiFinance to sort all entries in the Transaction List by that criteria. E.g., click on “Date” tosort all transactions chronologically. Once a column has been activated and the Transactions List sorted accordingly, clicking the same column title again inverts the sort order from ascending to descending, or vice versa.Creating And Editing TransactionsAll transactions use the same basic template which appears in the Editor, after clicking the“+” button underneath the Transactions List in the Viewer.Transactions have a number of different attributes. Depending on the specific transactiontype, certain attributes may only become available contextually: 53
  54. 54. Using iFinance 3TitleAs with the “Comment” you should use this field to enter some descriptive text, making iteasier for you to search for and understand the purpose or context of a transaction.You are free to use either Title or Comment in any way you like, but it is probably a goodidea, using one of both fields for the textual information accompanying the written/digitalrecord of any given check, bank transfer or other transaction.PictureYou can assign a picture to a transaction by dragging and dropping an image from thefinder or the desktop onto the marked area. After you assigned a picture, double-clickingwill enlarge it.DateOpen our “Date Picker” to quickly enter a date, by clicking on the tiny calendar icon nextto the date field.AmountThis is the total amount of money for the transaction. Positive and negative amounts caneasily be distinguished by the plus and minus buttons and green or red colors.If a given transaction has a positive value defined for “Amount”, the account you currentlywork on “receives” this amount, you may be “earning” some money. Mostly this will be anyform of income like your salary or a pay check for any service you provide. Of course, itcan also be the payment you receive for that comic book collection or old car you justsold.In the case of a negative value, the amount is “moved away” from the active account: Youare most likely “spending” money, i.e. purchasing something or paying your rent. You can quickly toggle between positive and negative amounts for a transaction by clicking on the “+” or “-” button in front of the amount.Exchange RateTransfers between accounts with different currencies need to be converted with the mostrecent exchange rate between those currencies. Consequently, this attribute is onlyavailable for the transaction type “Transfer” between oneʼs accounts with differentcurrencies. The Exchange rate is set in the target accountʼs settings for a specific transferafter it is saved.Using the reverse arrow button to the right, you can easily invert the exchange rate tocorrectly consider the direction of the conversion to apply to the transferred amount. 54
  55. 55. Using iFinance 3Please see “Working with multiple currencies” for more details.Check NumberThis helps you keep track of your checks by their reference numbers.CategoryPlease select the appropriate Category for the transaction from the menu accesible viathis pop-up button. You may also choose “No Category” if you prefer to not assign thistransaction no specific category (yet).Choosing “Add Categories …” opens the Categories Window, where you may add a newcategory or subcategory specifically for this item or manage your categories altogether.Beneficiary/Account OfPlease enter the name or the account number of a person or entity as the target(Beneficiary) or source (Account Of) for a particular transaction into this field.Changing the signing of the transaction amount toggles “Beneficiary” and “Account Of”,respectively. Clicking on the “+” or “-” sign in front of the amount has the same effect. 55
  56. 56. Using iFinance 3CommentAs with the “Title”, you should use this field to enter some descriptive text, making it easierfor you to search for and understand the purpose or context of a transaction.You are free to use either Title or Comment in any way you like, but it is probably a goodidea, using one of both fields for the textual information accompanying the written/digitalrecord of any given check, bank transfer or other transaction.TagsTags let you assign key words to a transaction. These are searchable so that if you usetags extensively, youʼll be able to selectively find all your expenses for organic whitechocolate in a snap.To create any of the special transaction types below, you must activate certain options inthe Editors standard transaction template. These options can be combined, e.g. to defineeven a rather exotic “Recurring Split Transfer”:Repeat/EndUsing these two drop-down buttons you change any transaction into a recurring one bydefining an interval (”Repeat”) and an (optional) “End” date. iFinance uses the date of theoriginal transaction youve just been working on as the start date.Split This TransactionThis gray button is somewhat special: activating it for a given transaction moves a smalllist into sight. The “Split Details” list.Using the “+” and “-” button underneath, you add items to the list. Each of these items hassome attributes of its own: ✓ Title ✓ Amount ✓ Category 56
  57. 57. Using iFinance 3Think of Split Details as of single “positions”, constituting, for example, a purchase whereyou acquire more than one item with your payment. Just like an invoice or purchasereceipt, it holds multiple individual articles you bought during the same purchase.While you can use this list to completely break down all purchase receipts and invoicesinto their single positions, this feature is meant rather for convenience than to add anotherlayer of complexity:Imagine having purchased a new laptop plus a number of CDs or DVDs from your localelectronics store. You certainly want to correctly track this laptop as belonging to thecategory “Computer”, while music and movies are filed under “Entertainment” or “Media”.Split transactions are what you need. And this is where you access them.So, just click the gray button, add at least the new laptop to the list, define its purchaseprice under “Amount” and select the appropriate “Category” — thats it. Date, amount andother attributes for the original transaction remain unchanged, regardless of items youdefine in this list.Once a split with at least one item is defined, you will see three things change for thistransaction:The tiny bubble in the gray button changes its color to green.Also, representing the categories assigned to item(s) under Split Details, you will see the“Category” indicator in the Viewer change its appearance too: It looks much like a piechart now, representing the percentage each category holds of the total amount for thisparticular transaction.Accessing the Split Details is as simple as clicking the gray button with your mouse.Hiding it works just the same, and you will not lose any of the edits if you choose to hidethe list of items once youre done editing the individual items of this split transaction.Splits can consist of a mix of positive and negative items. E.g., you may have received arebate or refund on the invoice which also holds your latest purchase. To create a singleitem with a negative value, just enter “-” in front of the value for “Amount” under SplitDetails. If you change the amount for the entire split transaction in the main Editor, bysimply clicking on the “+” or “-” icon in front of the “Amount” field, the signing of allindividual items defined in the Split Details list, will simply be inverted.TransferActivate this option, and the field “Beneficiary”/”Account Of” changes to a pop-up button,allowing you to choose from any of the accounts in the database. 57
  58. 58. Using iFinance 3If a given transaction has a positive amount defined, activating “Transfer” means that onthis occasion, money is “retrieved” from another account within your iFinance database. Ifthe value is negative, the money is “deposited” on the target account. Changing thesigning of the transaction amount also toggles “Beneficiary” and “Account Of”,respectively. Clicking on the “+” or “-” sign in front of the amount has the same effect.Supported Transaction TypesiFinance supports the following types of real-life transactions. While you add and editthem in mostly the same way, it is important to understand their purpose:(Simple) TransactionsThese are the basic transactions, just like for instance a receipt from the grocery store orpharmacist with only grocery or medicine items on them, respectively.Recurring TransactionsTransactions occurring repeatedly over time, while maintaining all their attributesunchanged can be scheduled , so that iFinance automatically creates such entries atgiven intervals.Split TransactionsWith Split Transactions you can assign partial amounts within one Transaction in order toassign partial value to different categories.TransfersTransactions between two accounts in your iFinance database are called “Transfers”.Combinations of the various transaction types above are also fully supported:Recurring Split TransactionsiFinance supports Split Transactions that are periodically recurring. 58
  59. 59. Using iFinance 3Recurring TransfersIf you pay your regularly occurring cable provider bill with your credit card, the RecurringTransfers has you covered.Split TransfersIn order to keep track of category assignment for partial amounts within a credit cardpayment, youʼll need Split TransfersRecurring Split TransfersLetʼs say you use the ATM every friday to get the same amount of cash you then spendon a burger, bowling and the bus ride. Well, guess what, you can track those expenseswith iFinance.Categories & SubcategoriesiFinance features a powerful mechanism to sort and structure your data: “Categories”.Categories are like smart, multicolor labels which you use to indicate that a specific itembelongs to a specific set of other items. E.g., you will use categories to aggregateexpenses for specific projects, maintenance costs as well as insurance and tax paymentsfor your car, money you spend for food and other more basic needs — grouping alltransactions for these “Categories” in neat sets, across accounts and easily identifiable.Select the appropriate Category for each transaction from the dropdown list.The Categories WindowOpen the Categories Window from either iFinances “Window→Categories Window” menuor by clicking the multicolor “Categories” button in the Bottom Bar of iFinances mainwindow.The Categories window allows you to change colors for categories, add or deletecategories and assign keywords to categories. Keywords will be recognized when usingthe “automatically assign categories to selected transaction” button: 59
  60. 60. Using iFinance 3Using categoriesAlso, for each item, select the appropriate category or subcategory from a menuaccessible via the “Category” pop-up button in the Editor. If you prefer not to assign aspecific category (yet) to a given item, simply choose “No Category”.Once you assign a category to any item, its Category Indicator in the Transaction List, aswell as in other instances in the application, takes the color you specified for the category.Specifying a color is as easy as clicking on a categorys color patch in the CategoriesWindow.Category Indicators are solid bubbles, matching the color definition for the specificcategory. If an item has not been assigned a category, you will see a glass-like,transparent bubble instead.Split TransactionsOptionally, for “Split Transactions”, category indicators may appear as “Pie Charts”, withslices of different colors, representing the categories assigned to each individual item ofwhich a split transaction consists or as written text. Please see the iFinance Preferencesto change this behavior.Merge sub-category with super-categoryLetʼs say youʼd like to consolidate all mobile phone and cable phone bills into “Phone”instead of assigning the more detailed sub-categories. Select the sub-category in the“Categories” window and click the merge button:All keywords will be merged and all transactions formerly separated are assigned thesuper-category “Phone”.TagsSimply put, try to use tags to avoid creating a myriad of different categories for each andevery purpose. This helps identify certain transactions and makes them more easilymanageable.Additionally, iFinance can filter your database for tags during automatic categorization, aswell as when generating charts. This makes categories and tags a very powerfulcombination for analytical purposes. Remember the organic white chocolate from earlier?Tags are consecutive strings of characters. I.e., they can be any word, number orcombination of characters you like.To separate one tag from another, simply type a “blank” or “space” character with yourkeyboard. 60
  61. 61. Using iFinance 3Tags are self-contained: they cannot interfere with any other occurrence of the samestring anywhere else in the database. If iFinance filters for tags, it only filters for strings inthe “Tags” fields of database items. If there are ambiguities, it will be because you usedthe same expression in different or conflicting contexts.Automatic CategorizationWhenever you click an account in the Organizer, in the Contextual Toolbar of the Viewer,the second button from the right invokes iFinances “Automatic Categorization” feature.Select one or multiple transactions in the Transactions List for this button to becomeavailable.iFinance analyzes the selected entries for information matching existing transaction-category pairs and keywords you defined in the Categories Window.Searching TransactionsIf you assigned Tags to Transactions, simply click the magnifying glass button and enterthe word youʼre looking for. iFinance immediately starts to filter through your Transactionsand displays all results containing said word.Search for phrases (multiple words in a given order) by enclosing them in quotes. If yousearch for “Mac mini”, your results will show just the Mac mini you bought, not the new180 horsepower gem in your garage.You may find this topic a little dry now, but wait until you entered your first few thousandtransactions over the first five years. So youʼre looking for that receipt for the RAM youbought six months ago and which youʼre about to have replaced? You may thank us, butyou will definitely thank yourself for entering “RAM” as a tag.Working with Multiple CurrenciesiFinance replicates the way banks handle foreign currencies: ✓ Each account has a single currency assigned to it. ✓ Moving money between two of your own accounts is called a transfer ✓ You need the exchange rate at the date when the transfer took place.Jump back and forth between source and target accountsWhen you add a transfer, an arrow will appear in the transaction list. Click this arrow toquickly access the counter entry on the target account. The exchange rate applied to thetransfer is always kept on the target account as it directly influences the resulting amountin the target accountʼs currency. 61
  62. 62. Using iFinance 3Letʼs say you transfer money from an account in Europe to a U.S. account but all youhave is the Dollar amount. Klick the arrow button in the transaction list and enter theDollar amount in the target account editor. iFinance will automatically calculate the Euroamount and enter it in the source account.Exchange ratesiFinance can always just determine the current exchange rate. While (historical) exchangerates are available on the Internet, they are actually different from one bank to another.The exchange rate applied to each transfer will however appear on your bank statement.When creating a foreign-currency transfer, you will need to enter the exchange rate intothe special attribute field “Exchange Rate”. By default, iFinance pre-fills that field with thecurrent factor downloaded from the internet.This field is only available for the transaction type “Transfer” between accounts withdifferent currencies.Using the reverse arrow button to the right, you can easily invert the exchange rate. Didyou incidentally enter the Dollar amount in Euros or vice versa? No problem, this buttonwill apply the exchange rate for you.Apart from the standard exchange rate in effect at a given moment, additional fees apply,for the transfer and conversion between accounts with different currencies. This fee isusually processed independently and your account will be charged with this fee in aseparate transaction. Make sure to create entries for these fees to keep your accountbalance in sync. ✓ If you change an existing transfer amount on the source account, iFinance will assume the amount on the target account is entered correctly and will adjust the exchange rate automatically. ✓ Likewise, if you adjust the existing amount on the target account, only the exchange rate is adjusted accordingly. Caution! Amounts from foreign currency accounts, as well as foreign stocks appear rounded in the total funds. 62
  63. 63. Using iFinance 3ReconcilingiFinance allows you to tag transactions as either open, pending or cleared. By default,youʼll find a red cross next to the Check Number field, labeling the transaction “open”.Click this cross in order to change the transactionʼs status:In order to activate the Reconciling view, 1. click “Reconcile” in the Contextual Toolbar. 2. Then click the plus button to create a new reconciling period. 3. Specify the period to display. 4. All transactions outside that period will not be displayed in the Viewerʼs results. 5. Apply filtering if practical. Clicking the red cross button, for example, will hide all transactions labeled “open”. 6. Now enter the start balance and closing balance for this period and youʼre ready to start. 7. Select a transaction from the Viewerʼs list, check the entry and then adjust its status via the status selector to the right of the Closing Balance field if applicable. 8. Repeat the steps to clear each transaction in your list.Smart definition of reconciling periodsStarting with version 3.2, iFinance comes with a smart add-button. Letʼs say you set up areconciling period “month of May”. Select it in the list and click the center button:iFinance automatically adds the most likely candidate, “month of June”. This way, addingsuch time frame can be achieved with merely one click. 63
  64. 64. 8Tracking Your Stocks
  65. 65. Tracking your stocksStock Items And PurchasesIn chapter 6 we saw how to add items to the “Stocks” section of iFinances Organizer.Adding your own portfolio to the database is very straightforward.Selecting a stock item in the Organizer changes the Viewer on the right to a chart,displaying the more recent trend of the current stocks value per share. This graphindicates the market performance of the particular stock, not your personal portfoliosperformance.Directly below the chart is the “Portfolio List”, empty if you did not add any data yourselfyet.Example C: Working with the stock portfolioAssuming you purchased some 1,000 shares of Apple stock (back then still “AppleComputer Inc.”) back on December 28, 1997 at the then low price of $13.31 US Dollars,you have really cut an excellent deal by now. Lets go ahead and enter this stockspurchase into iFinances database: 1. Click the “+” button below the Portfolio List. A new list item appears. 2. Enter “12/28/97” or “12/28/1997”, iFinance automatically formats the date accordingly. 3. Enter the “Quantity” you purchased of the Apple stock: “1000” 4. Enter the price you paid per share: “13.31” 65
  66. 66. Tracking your stocks 5. Repeat steps 1 to 4 for a purchase of e.g. another 1,000 shares on April 19, 2003, at the price of $13.12 US Dollars per share. 6. Now, out of curiosity, take a look at the Organizer to the left:As of May 13, 2009, this amounted to about $196,000.00 US Dollars. More information isavailable in the Info Display in iFinances Title Bar:RateThe price one of the companys shares is currently traded at.Stock ValueThe total value of Apple stock you own.ProfitThe total profit, calculated from the total amount spent purchasing the selected stockAccessing Basic Settings For StocksThere are four ways to re-open this settings dialog: ✓ “i” Button in the Bottom Bar ✓ “Stock Settings …” in the “Stocks” menu in the Menu Bar which appears whenever you select a Stock in the Organizer ✓ “Edit Stock Settings …” contextual menu ✓ Right-click, CTRL-click with your mouse on the stock you want to edit. ✓ Names And SymbolsEach stock must be defined by such a generic “Name” and a unique “Symbol”. Thenames are freely definable to best describe each stock to yourself. Symbols are unique,but there may be more than one symbol for a given company:Symbols are issued by the stock trading institutions of the national and international stockmarkets, such as the NYSE (New York Stock Exchange in New York/U.S.A.) or the DAX(maintained by the “Deutsche Börse” in Frankfurt/Main, Germany). So, if a companysshares are traded at more than one market place in the world, every such place has aunique identifier for the share. 66
  67. 67. Tracking your stocksFinding Stock Items On The InternetIf you hold shares in a publicly-traded company, you will know the symbol required tosearch for. But, if you want to track certain stocks and are unsure about which symbol touse in this settings dialog, simply use the search field to enter the companys name andclick “Search”. Your Web browser then opens with a list of search results from Yahoo,which is the service iFinance uses to query stock market information.Configuring The Stocks Performance ChartJust as before with accounts, underneath the Viewer showing the Stocks PerformanceChart and Portfolio List is the Editor. In the case of Stocks, the Editor allows to furtherdefine how the Stocks Performance Chart works.The Editor offers the following set of tools:Date Range“From” and “To” are two date fields to define a date range to consider for the StocksPerformance Chart. Either type into the fields directly, or choose the appropriate datesfrom the Date Picker, accessible via two small calendar icons next to each date field.These settings are only available, if the “Period” option below is set to “Manually”.Today ButtonWhen defining a date range, click this button, and iFinance automatically sets the currentdate as the end date for the range.Period ButtonClick this pop-up button to choose from the following options: ✓ Week ✓ Month ✓ Quarter ✓ Year ✓ ManualActivating one of these options, tells iFinance to automatically consider fixed periods forthe Stocks Performance Chart. Select “Manually” to access the Date Range settingdescribed above. 67
  68. 68. Tracking your stocksSummaryAn information summary for a selected stock appears below the various options in theEditor. This is the same data shown in the Info Display in the iFinance main windows TitleBar.Please refer to “Charts” for more information.How to automatically refocus on the current dateThe “Keep Focus Current” switch is available in the Editor portion for Stock PerformanceCharts, Budgets and Charts in general.This tiny round switch looks much like the “Skip” button on your CD or DVD player. Click itto toggle between active and inactive state. While active, the symbols are light-green andthe switch is dark.This feature makes a given chart refocus on the current date, while at the same timepreserving whatever date range or period had already been defined. To this extent, itresembles the “Until Today” and “Today” buttons.Once this switch is set for a given context, iFinance automatically retrieves or recalculatesits data to the most current state, always — even after you quit and restart the application. 68
  69. 69. 9Working With Budgets

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