to create an expense item:
1. tap the applications icon
.2. tap expense.
3. tap new.
you can also create a new expense item by writing on the number side of the graffiti writing area while in the expense list screen. the first number you write begins the amount of your new expense item.
4. enter the amount of the expense.
5. tap the expense type pick list and select a type from the list.
as soon as you select an expense type, your organizer saves your entry. if you do not select an expense type, it does not save the entry.
another quick way to create a new expense item is to make sure that no expense item is selected in the expense list, write the first letter(s) of the expense type, and then write the numerical amount of the expense item. this technique takes advantage of the automatic fill feature. see "options menu" later in this chapter for details.
changing the date of an expense item
initially, expense items appear with the date you enter them. you can use expense to change the date associated with any expense item.
to change the date of an expense item:
1. tap the expense item you want to change.
2. tap the date of the selected item.
3. tap the new date.
entering receipt details
expense provides a variety of options that you can associate with an item. these options appear in the receipt details dialog box.
to open the receipt details dialog box:
1. tap the expense item to which you want to assign details.
2. tap details.
3. select any of the following options:
category
see "categorizing records" earlier in this chapter.
type
opens a pick list of expense types.
payment
lets you choose the payment method used to pay the expense item. if the item is prepaid (such as airline tickets supplied by your company), you can choose prepaid to place your expense in the appropriate companypaid cell of your printed expense report spreadsheet. see "transferring your data to microsoft excel" later in this chapter for more information.
currency
enables you to choose the type of currency used to pay the expense item. the default currency unit is defined in the preferences dialog box. you can also display up to four other common types of currency. see "customizing the currency pick list" later in this chapter for more information.
vendor and city
lets you record the name of the vendor (usually a company) associated with the expense and the city where the expense was incurred. for example, a business lunch might be at rosie's cafe (vendor) in san francisco (city).
attendees
see "looking up names to add to expense records" earlier in this chapter.
4. tap ok.
customizing the currency pick list
you can select the currencies and symbols that appear in the currency pick list.
to customize the currency pick list:
1. tap the currency pick list in the receipt details dialog box, and then select edit currencies.
2. tap each currency pick list and select the country whose currency you want to display on that line.
3. tap ok to close the select currencies dialog box.
4. tap ok.
to change your default currency:
1. open expense.
2. tap the menu icon
.3. tap options, and then tap preferences.
4. tap the default currency pick list.
5. tap the currency symbol you want to appear in expense.
6. tap ok.
defining a custom currency symbol
if the currency you want to use is not in the list of countries, you can create your own custom country and currency symbol.
to define a custom currency symbol:
1. tap the menu icon
.2. tap options, and then tap custom currencies.
3. tap one of the four country boxes.
4. enter the name of the country and the symbol that you want to appear in expense.
5. tap ok to close the currency properties dialog box.
6. tap ok.
if you want to use your custom currency symbol as the default for all expense items, select the symbol in the preferences dialog box. if you want to use your custom currency symbol only for a particular expense item, select the symbol in the receipt details dialog box associated with that item.
show options
show options define the sort order and other settings that relate to your expense items.
to open the show options dialog box:
1. in the expense list, tap show.
2. select any of the options.
sort by
enables you to sort expense items by date or type.
distance
enables you to display mileage entries in miles or kilometers.
show currency
shows or hides the currency symbol in the expense list.
3. tap ok.
transferring your data to microsoft excel
after you enter your expenses into the expense application on your organizer, palm desktop software enables you to view and print the data with your computer.
you need microsoft excel version 5.0 (or later) to view and print your expense data using one of the provided templates. microsoft excel is not included with the palm iiic organizer package. the procedures in this section also assume that you have installed palm desktop software. see "palm desktop organizer software" in chapter 1 for more information.
displaying the euro on your desktop computer
when you perform a hotsync operation, the euro symbol is transferred to your desktop application like any other piece of data on your organizer. the symbol appears in your desktop application, however, only if you are using fonts that support the euro symbol.
these fonts are part of the operating system on your desktop computer. they do not reside with your desktop application, and they are not produced by palm computing.
operating system
euro support
mac os
contained in mac os 8.5 or higher. for more information, visit the following web site:
http://til.info.apple.com/techinfo.nsf/artnum/n22222
windows 95
download free font upgrades from the web. for more information, visit the following web site:
http://www.microsoft.com/windows/euro.asp
windows 98
includes all the necessary fonts and drivers.
windows nt 4.0
download free font upgrades from the web. for more information, visit the following web site:
http://www.microsoft.com/windows/euro.asp
printing the euro
even with operating system support, problems may arise while printing documents that contain the euro. when a font is present on both the printer and the computer, the printer font is used by default to increase printing speed. if the printer font does not include the euro, a box prints instead of the euro symbol.
you can work around this problem by sending a bitmap image of the euro to the printer or by not using the printer's built-in fonts (if allowed).
creating or printing an expense report
palm desktop software makes it quick and easy to view and print your expense data in a microsoft excel spreadsheet.
to create or print an expense report:
1. perform a hotsync operation to transfer your latest expense data to your computer.
2. click expense in palm desktop software to open microsoft excel and the expense report configuration dialog box.
if you launch expense from the start menu instead of palm desktop software, you must first choose your organizer user name.
3. click the expense category that you want.
you can press ctrl+click to select multiple categories. to print the expenses associated with all of your expense categories, select all in the categories group.
4. if you want to define an end date for the expense report, enter the date in the end date box.
if you do not specify an end date, all expense entries for the selected categories appear -up to the date of the last hotsync operation.
5. do one of the following:
click print to display the expense report in the print preview window, and then click print in the microsoft excel window to print your expense report.
click create to display a microsoft excel spreadsheet containing your expense data. your data appears in microsoft excel spreadsheet form. you can enter information, make formatting changes, and save and print the file in the normal manner.
using expense report templates
palm desktop software includes several expense report templates. when you use one of these templates, you can edit your expense data in microsoft excel.
the templates have the extension .xlt and are stored in the template folder in the palm desktop software directory on your computer. to see what a template looks like before you use it, open the template in microsoft excel. for example, the template sample2.xlt looks like this:
if you want to streamline or customize your expense reports, you can change these templates. for example, you can add your company name to a template. see appendix c for information on changing templates.
to view your expense data using a microsoft excel template:
1. display your expense data in a microsoft excel spreadsheet as described in the previous procedure.
2. click options.
3. enter name, department, and other information as necessary for your expense report.
4. click the templates menu; then select an expense template.
if you want to create your own custom expense template and have it appear in the templates menu, see appendix c for more information.
5. click ok.
expense menus
expense menus are shown here for your reference, and expense features that are not explained elsewhere in this book are described here.
see "using menus" in chapter 1 for information about choosing menu commands.
record menu
options menu
preferences
■ use automatic fill. lets you select an expense type by writing the first letter of an expense type in the graffiti writing area. for example, if you write the letter "t," it enters the "taxi" expense type. writing "t" and then "e" enters "telephone" which is the first expense type beginning with the letters "te."
about expense
shows version information for expense.