Credits. Important Disclaimer. Copyright and Distribution Notice CONTENTS

Transcription

1 v 1.01 USERS GUIDE

2 Credits ExpensAble for Palm OS has been developed by LandWare, Inc. under license for OneMind Connect, Inc. Important Disclaimer A considerable amount of effort has been made to ensure that this product provides you with years of trouble free operation. However, OneMind Connect, Inc. and LandWare, Inc. makes no warranty of any kind with regards to this software and keystrokes contained within this manual and shall not be liable for any consequential, incidental or indirect damages incurred through the use of this software. Copyright and Distribution Notice OneMind Connect, the OneMind Connect logo and ExpensAble are registered trademarks of OneMind Connect, Inc. LandWare is a trademark of LandWare, Inc. All other brands and product names are registered trademarks of their respective holders. ExpensAble is a commercial product and is protected by strict copyright laws. Any unauthorized distribution is illegal. This manual and the software described in it are copyrighted with all rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of OneMind Connect, Inc. CONTENTS 1 Getting Started 4 Welcome 4 Overview 4 Setting Up 5 Installing ExpensAble for Palm OS 5 Configuring the Conduit (Desktop) 6 Your First HotSync 6 Launching ExpensAble for Palm 7 Registering ExpensAble for Palm 7 2 Entering Expenses 8 Creating an Expense 8 Editing an Expense Transaction 10 Splitting an Expense Transaction 10 Expense Details 11 Expense Guests 11 Special Expense Types 12 3 Transferring an Expense to the PC 13 Viewing Transferred Expenses 14 4 Working with Folders & Envelopes 15 Working with Folders 15 Working with Envelopes 15 5 Working with ExpensAble Lists 18 Maintaining Lists 19 6 Entering Preferences 20 User Info 20 Preferences 20 7 Unlocking the Test Drive 21 Copyright 2001 LandWare, Inc. All rights reserved. 8 FAQs 22 9 Technical Assistance

3 1 sc Welcome Welcome to ExpensAble for Palm OS. We thank you for your purchase and are confident you will soon find it to be an indispensable addition to your Palm organizer. If you did not purchase this product directly from LandWare, we strongly recommend you send in your registration form to ensure you are eligible for the benefits available to registered users, such as special offers, updates and technical support. Overview GETTING STARTED ExpensAble for Palm OS is not designed as a full version of the ExpensAble desktop application, but rather as a mobile companion. Additionally, ExpensAble for Palm OS is not designed to function as a standalone product. You can use the ExpensAble for Palm OS to record expenses when you are away from your desktop. With an easy-to-use interface and excellent connectivity to your desktop, you can keep track of all your expenses quickly and easily. ExpensAble for Palm OS also downloads lists from your desktop application to help you organize your expenses. ExpensAble for Palm OS is designed to allow expense transactions to be entered on your Palm organizer and then transferred to your desktop version of ExpensAble, where you may edit those transactions and create and print reports. Transactions entered on the desktop will not appear on your Palm organizer. However, folders and envelopes created on the desktop will be downloaded to ExpensAble for Palm OS. Setting Up This section covers the three key activities required to set up and start using ExpensAble for Palm OS: 1. Installation and configuration of the desktop conduit. 2. Installation and registration of ExpensAble for Palm OS on your handheld. 3. Downloading information from ExpensAble to your handheld. Desktop Requirements for ExpensAble for Palm OS 1. HotSync Manager 2.1 or later 2. ExpensAble 98 or later for the PC Palm organizer Requirements 1. Any Palm OS handheld (Palm Personal not supported) with OS 2.0 or later K RAM Installing ExpensAble for Palm OS The Palm Desktop organizer software and the docking hardware are required for the installation of this software. To install ExpensAble for Palm OS follow the steps below. 1. Run the ExpensAble for Palm OS installer application. 2. Follow the installer s instructions on screen. 3. Select the correct user name for your organizer an click on the Next button. 4. HotSync your organizer to complete the installation. 4 5

4 Configuring the Conduit (Desktop) When you run the ExpensAble for Palm OS installer, the ExpensAble file that was last opened is selected to HotSync with your handheld. If you wish to change this setting, follow these steps: 1. Click the HotSync Manager icon (in the lower right corner of your PC s screen) and select Custom. 2. Double-click ExpensAble. 3. Click the Choose button to select the ExpensAble file you wish to work with. Your First HotSync The first time you HotSync your handheld after installing Expensable for Palm OS, the lists from the desktop version of ExpensAble will be posted to your handheld. It is recommended that you HotSync first, prior to editing lists on your handheld. IMPORTANT: ExpensAble on your desktop must be closed (not just minimized) while performing a HotSync. Launching ExpensAble for Palm OS Once installed, the Expensable for Palm OS icon depicted to the right will appear in the handheld s application launcher. Tap the icon to open the application. If you do not see the icon, make sure you are viewing the All category in the application launcher. Registering ExpensAble for Palm OS ExpensAble for Palm OS will function for 14 days before it will require you to enter a valid registration code. This period is provided for the express purpose of product evaluation prior to purchasing. If you have already purchased this product from a reseller or LandWare direct you should enter your activation code now. This will ensure you are able to use the application on an ongoing basis. If you obtained ExpensAble for Palm OS electronically 1. Launch the ExpensAble for Palm OS application 2. Tap the Register Now button 3. Enter your activation code as provided by LandWare sales onto the Enter Code field. 4. Tap the Register button. If you obtained ExpensAble for Palm OS on a disk 1. Launch the ExpensAble for Palm OS application 2. Tap the Register Now button 3. Enter your activation code as found on the rear of the disk envelope. 4. Tap the Register button. Please ensure to keep a copy of your activation code in a safe place in case you need to reinstall your software again in the future. 6 7

5 2 ENTERING EXPENSES From the Expense List view, you may create a new transaction by tapping the New button. The Expense Transaction dialog is displayed: Prior to creating expenses with Expensable for Palm OS, you should first understand how ExpensAble stores an individual expense. Expenses are stored in an envelope. Envelopes contain multiple expenses that are related by project, trip or other common variables that make it logical for them to be grouped together. When you submit an expense report from within ExpensAble on your PC, you are creating the report with an envelope of expenses. Envelopes are stored within folders. Folders Folder may contain multiple envelopes. Section 3 of this guide explains how Envelope to create and edit folders and envelopes. This illustration shows a folder with four envelopes and five expenses belonging to a single envelope. Creating an Expense When creating an expense, select a folder and an envelope that the expense will be saved into. Select a folder by tapping on the pop-up in the upper right corner of the screen. On the screen to the right, the Sales Trips folder has been selected. You may also tap New to create a new envelope. Tapping on the Comdex envelope would display the Expense List view. This is a display of the current entries in this envelope. Expenses Type Enter the type of expense (e.g., entertainment, mileage, dinner, etc.) Date Enter the date that the expense occurred or will occur. Amount Enter the cost of the expense. If the expense is not in your country s currency, you may select the currency used by tapping on the Details button. Method Enter the payment method (e.g., cash, credit card, etc.) RNP Select whether the expense is Reimbursable, Nonreimbursable or a Personal expense. Reimbursable: A reimbursable expense is one that you paid for with your own money, and which will be reimbursed by your company or client. Non-Reimbursable: A non-reimbursable expense is an expense that was paid for using company money. Personal: A personal expense is an expense that was not incurred for business purposes. Vendor Select or enter the name of the vendor that received payment for the expense incurred. City Select or enter the city where this expense was incurred. Describe Enter a short description for this expense. Guests Some expenses allow for guests. For these types of expenses, (e.g., entertainment, dinner, etc.) you may add the 8 9

6 names of the people who joined you while this expense occurred. Editing an Expense Transaction Prior to posting expense transactions to the desktop, you may edit or delete a transaction from your handheld. To edit an expense, simply tap on it from the Expense List view. IMPORTANT: Transactions can t be moved from one envelope to another on the handheld organizer. You can, however, move transactions between envelopes on your PC with ExpensAble. Splitting an Expense Transaction You can break down the cost of an expense by splitting it into smaller expenses. You may wish to do that if: You need to divide an expense between multiple clients, or You choose to divide an expense between Reimbursable, Non-Reimbursable or Personal How to Split a Transaction 1. Create a new transaction, or select a transaction that has not yet been posted to your PC. Posted transactions can not be edited or split. 2. Select the Split button at the bottom of the screen, or tap the Menu button and select Split from the Expense menu. 3. You may now add, edit or delete splits for the current expense transaction. NOTE: Your total expense transaction amount will be adjusted as splits are added or deleted. Expense Details The Details screen of an individual transaction allows you to delete a transaction, change the currency used, add or edit the Bill To information, or add a memo. Currency Select the currency used for the expense item. If you select your country s currency, you cannot edit the rate, because the exchange rate from your own currency to your own currency will always be If you select a currency other than your home currency, you may enter an exchange rate and have Expensable for Palm OS convert your foreign currency into your country s currency. (See page 19 for details in setting your country s currency.) For example, if the US (Dollar) is your country s currency and you are travelling to Canada, select Canada (Dollar) as the currency used for the transaction, and enter the exchange rate. Expensable for Palm OS will calculate the current U.S. dollar value of the Canadian dollar value entered. Deleting an Expense Transaction To delete an Expense Transaction, select the transaction you wish to delete. Select the Details button, then click Delete. Expense Guests Some expense types allow you to enter the names of the guests who joined you during an event. For example, when you enter an Entertainment expense, a Guests field appears, allowing you to add guests to your expense. The Guests field will not appear for all expense types, but only for those where it is appropriate. Adding Guests To add one or more guests to an expense: 1. Tap Add Guests from the Expense Transaction form. 2. Click on the name in the pop-up menu to select from a list of guests you have already defined

7 3. If the guest you wish to enter does not appear in the popup list, you may write in his or her name and click Add You may add additional details about a guest, including their company name and title by tapping the Edit button. Alternately, you may also perform a Lookup from the Address Book application already on your handheld. Tapping Lookup will take you to the Address Book. Find the person you wish to select and press Add. The guest s name will then be added and if available, the guest s company and title will also be added. Editing a Guest To edit information about a guest, select the guest and press Edit. You may now change the information you ve entered about this guest. When you are finished, press the OK button. Removing Guests To remove a guest from your guest list, select the name of the guest and press Delete. Special Expense Types Mileage Expensable for Palm OS will calculate the expense rate for miles driven. Insert your mileage rate and how many miles you have traveled. Cash Advances When a new envelope is created, you are asked if you would like to create a cash advance for that envelope. This option may be turned off if Cash advance for new envelopes is deselected in Preferences. 3 TRANSFERRING AN EXPENSE TO THE PC Expensable for Palm OS will transfer your information to your desktop version of ExpensAble only when an envelope has been set to Post envelope to PC or if a folder has been set to post to PC. If an envelope or folder of envelopes is not set to Post to the PC, the data will not be transferred. To set the Post status of an individual envelope, tap the envelope icon in the upper right corner of the screen as seen to the right. On the Post Envelope dialog, tap Post envelope to PC to have the expenses in the current envelope sent to ExpensAble during the next HotSync. IMPORTANT: Once transferred, expenses on the handheld are read-only and may be only modified on the desktop. To upload all expenses from the envelopes of a selected folder, follow these steps: 1. Select the folder you want to work with from the popup in the upper right corner of the Envelope List Screen

8 2. Tap the Menu button. 3. Select Post Folder... from the Folder menu. 4. Tap the Post folder envelopes to PC checkbox and tap OK. 5. Perform a HotSync to transfer the Folder s expenses to the desktop Viewing Transferred Expenses Expensable for Palm OS provides a visible indicator to show which transactions have been posted to your PC by an indicator to the right of the Reimbursable, Non-reimbursable or Personal expense indicator on the Expense List screen. The screen capture to the right shows an envelope with all expenses uploaded to the desktop. If you tap on an expense that has been transferred to the desktop Expensable for Palm OS will display a read only Expense Transaction dialog. You may view the details of the expense, but can not edit any values. Once transferred from your handheld an expense can only be modified on the desktop. 4 WORKING WITH FOLDERS & ENVELOPES Working with Folders What Is a Folder? A folder is used to store and organize envelopes. Examples of folder names are New York Trips, Conferences, Customer Visits, etc. Use folders in a way that makes sense to you, organizing expense reports that you have created. Creating New Folders When you create folders in Expensable for Palm OS, those same folders will be created on the desktop version of ExpensAble. Folders that are created in the desktop version of ExpensAble will in turn appear in Expensable for Palm OS. Removing a Folder When you remove a folder, the contents of that folder are also removed. This includes all envelopes within that folder as well as all of the transactions within the envelopes. When a folder is removed from Expensable for Palm OS, the corresponding folder on the desktop will not be removed. To delete a folder for Expensable for Palm OS, follow these instructions: 1. Select Menu > Folder > Purge Folder : From the main screen, tap the handheld s Menu button. Select Purge Folder from the Folder menu. 2. Select the folder you wish to purge. 3. Tap the Purge button. IMPORTANT: Removing a folder is a permanent action. Once removed, its contents will no longer be accessible. Working with Envelopes What Is an Envelope? Envelopes provide you with a location to store your expense receipts. You should create a new envelope for each expense report. The following steps will help you create, edit, post and remove your envelopes

9 Creating A New Envelope There are three ways to create a new envelope: New button: From the Envelope List screen of Expensable for Palm OS, tap the New button in the bottom left corner. Menu > Folder > New Envelope: From the main screen, tap the Menu button and select the New Envelope menu item. Create an envelope on your desktop version of ExpensAble and HotSync with your organizer. When entering a new Envelope the following details can be added: Name (Required) Enter the name of your envelope. Each envelope must have a unique name that may be up to 29 characters in length. Folder (Required) Envelopes are stored in folders. Select the name of the folder in which to store your envelopes into from the drop down list or create a new folder by entering your own folder name. Reason Enter the reason for the expense. Examples include: Trade Show, Client Meeting, etc. Bill To Select the name of the person or department to which you would like this expense billed. If the name does not already exist in the drop down box, write in the name you wish to use. This name will be added to the drop down for use in the future. Dept Enter the department (if any) for this envelope. New envelopes created on your handheld will appear in ExpensAble on the desktop, and vice versa. Editing an Envelope There are two ways to edit an envelope: Select the envelope you wish to edit. Click Details. Select the envelope you wish to edit. Click the handheld device menu button and select Details from the Envelope menu. You may now rename the envelope, change which folder to which it belongs, and modify the Reason, Department or Bill To selections. Posting An Envelope As described in Section 3, to mark an envelope as ready to be posted to your PC, simply tap the envelope icon in the Expense List screen. Tap the Post envelope to PC checkbox in the Post Envelope dialog. The indicator that this envelope is set to be posted to your PC is an up arrow over the envelope icon, as see on left. Removing An Envelope To delete an envelope, first select the envelope you wish to delete. Then you may either: Select Details and tap the Delete button, or Click the Menu button and from the Envelope menu, select Delete. IMPORTANT: You can t create folders or envelopes that have duplicate names

10 5 WORKING WITH EXPENSABLE LISTS Expensable for Palm OS maintains many lists, making it easy to customize the program. As you use Expensable for Palm OS, it remembers where you like to eat, where you ve traveled and which vehicles you drive. So the more you use Expensable for Palm OS, the smarter it becomes and the easier it gets to enter your expense transactions. To edit a list, select its name from the Lists menu. The lists include: Expense Types The type of expense incurred. These include Cash Advance, Entertainment, Lodging, Gifts, Dinner, etc. Payment Methods How will you pay for an expense? Cash? Credit card? Check? Maintain your list of payment methods here. Billables To which client, department or individual do you want to bill your expense? Cities In what city was the expense incurred? Currencies If you travel to a foreign country, this list maintains a list of countries and currency symbols. Guests Who were you with when an expense was incurred? This list helps make it easy for you to add guests to your expense. You may add guests to the list by writing them in or by adding them from your Palm Address Book. Merchants The merchant list gives you access to 15 other lists to help you break down and organize your merchants. These types include: Airline, Auto/Fuel Service, Car Rental, Conference, Entertainment, Ground Transport., Hotel, Laundry, Miscellaneous, Parking, Phone/Fax, Postal/Shipping, Restaurant, Supplies and Tolls. Purposes The Purposes list is used to enter a justification for each business meal or entertainment expense. Trip Reasons Similar to the Purposes list, this list is used for an expense report. The reasons the expense was incurred might include Trade Show, Training Class, etc. Vehicles Which car did you drive on your business trip? Was it your own? Was it a rental? Maintaining Lists The first time you HotSync your handheld after installing Expensable for Palm OS, the lists from your desktop version of ExpensAble will be posted to your handheld. It is recommended that you HotSync first prior to editing your lists in Expensable for Palm OS. Adding Information to Lists Select the list you wish to edit from the List menu, and tap the New button. You may now enter information to this list. Editing Information in Lists Tap on an item in your list to select it. Tap the Edit button to edit the selected item. When you are done, tap OK. Deleting Items from Lists Tap on an item in your list to select it. Tap the Delete button. NOTE: While you can delete information within a list, you can t delete the list category itself. Transferring Your Lists from the Desktop When you perform your first HotSync, your ExpensAble lists are transferred from the desktop to your handheld. Changes made to lists on your handheld will be transferred to the desktop during a HotSync

11 6 ENTERING PREFERENCES 7 UNLOCKING THE TEST DRIVE User Info To adjust the User Info, tap the handheld s Menu button and select User Info from the Options menu. You may also modify the following settings: Name Your name to appear on the printed expense report. Company Your company name. Phone Your phone number. Country Select your country. Mileage Set your reimbursement rate for mileage. This is the rate that will be used by default for all new mileage expenses. Preferences NOTE: This information is not transferred down from the PC and must be edited within Expensable for Palm OS. To adjust Preferences, tap the handheld s Menu button and select Preferences from the Options menu. The Test Drive version of Expensable for Palm OS is a full functioning product but will time out 14 days after it has been installed. When you purchase the product, entering the activation code will unlock the software and allow you to use it beyond the 14-day evaluation period. There is no need to reinstall Expensable for Palm OS. To purchase an activation code, contact LandWare sales at (201) or place an order via LandWare s online order form: What to do when your trial period is up When your trial period is up, any pending items that are in Expensable for Palm OS can be posted to the desktop version of ExpensAble just by performing a HotSync. When you contact LandWare to purchase an activation code the program will be unlocked and no captured data will be lost. Upgrading to the latest version of Expensable for Palm OS You may download the latest version of Expensable for Palm OS from our website. Visit us at to make sure that you are running the latest version. Auto-Complete Fields To aid rapid data entry, use this option. As you enter data, the program will fill in matching data based on the current field. Auto-Recall Transactions As you enter data,the program will attempt to match an expense you ve entered in the past. If you want to fill out the remaining transaction details, enter the Graffiti return character or simply tap on the next field where data is required. Cash Advance for New Envelopes When selected, you will be prompted to enter a cash advance each time you create a new envelope. Support ExpensAble.com Select if you plan to use Expensable for Palm OS together with OneMind Connect s ExpensAble.com solution

12 8 FAQS 9 TECHNICAL ASSISTANCE How do I edit an envelope name? You may not edit envelope names from within Expensable for Palm OS. If you wish to edit envelope names, you must edit from the desktop version of ExpensAble. Can I use Expensable for Palm OS as a standalone? No. The program is designed as a companion to the desktop version of ExpensAble. Do I need to reinstall, if I was using the trial copy? No, you can simply enter your activation code to unlock your Trial copy of the software. See page 21 for complete details. How much memory does it use on my handheld? The Expensable for Palm OS application will require approximately 110K of storage space on your handheld. This number will increase slightly depending on the number of items in your lists and the number of expenses you keep on your handheld. Can I remove the built-in Expense program? No. Since the Palm OS Expense application that comes with your Palm device is in ROM ( Read Only Memory ) it can not be removed. What is the limit to folders, envelopes or expenses? Expensable for Palm OS can handle up to 15 folders, and as many envelopes and expenses as your memory will allow. In addition to this User Guide, you can find assistance in using Expensable for Palm OS through its online help. To view Help, choose the Options menu and select Help, or if present tap the i button in the upper right corner of your screen. If you require technical assistance or have any questions concerning this product, please contact us via: Telephone: (201) Fax: (201) Web: Mail: LandWare, Inc. P.O. Box 25 Oradell, NJ USA If you are contacting us for technical support, please have the following information available: 1. Expensable for Palm OS s version number 2. The model of your handheld 3. The version number of the Palm operating system 4. A detailed description of the problem Technical support is available via telephone and Monday through Friday from 9am to 6pm Eastern Time Why do I sometimes get an error message after I HotSync? ExpensAble needs to be exited prior to performing a HotSync. If I have a support question who should I contact? If you have a question on the operation of Expensable for Palm OS, you should contact LandWare. If you have a question regarding ExpensAble or ExpensAble.com you should contact OneMind Connect. General handheld questions need to be directed to the manufacturer of your handheld device