When a new book is created in versions prior to 1.8 it is assigned a default pin code of '1111'. In version 1.8 a new book is created with no pin code by default. The pin code for the book can be changed in the Book Details screen.

The Bookkeeping application has a master pin code. This pin code works for all books defined in the Bookkeeping program. The default master pin code is '1234'.

If you access the books using the master pin code then we recommend you change the pin code for the book in the Book Details screen.

You can change the master pin code in the Application Settings screen in the Bookkeeping program. However if you forget the master pin code then the only way to reset the Bookkeeping program is to remove the program from the device and re-install it; doing this will wipe all the Bookkeeping data from the device.

Bookkeeping uses the periodic inventory system and average cost flow assumptions when calculating cost of goods sold in reports. The effects of various transactions on inventory and the various ledger accounts are best illustrated by an example. The following diagram shows pictorially how funds and inventory flow between the various ledger accounts at different stages in the process.
This is an explanation by example of purchases and sales for merchandise and how and when things get posted to various ledger accounts.

Step 1 & 2. You purchase 100 units @ $30 each.

Quick Purchase:
    Select the inventory item purchased.
    Unit Price $30.
    Quantity 100.
    Purchase Account: "Purchases"
    Pay From Bank Account: "Bank Account"

The following ledger entries are created:

    Purchases (Asset) debit $3000
    Accounts Payable (Liability) credit $3000

    Accounts Payable (Liability) debit $3000
    Bank Account (Asset) credit $3000

Step 3 & 4. You sell 50 units @ $50 each.

Quick Sale:
    Select the inventory item purchased.
    Unit Price $50
    Quantity 50
    Sale Account: "Sales"
    Deposit in Bank Account: "Bank Account"

The following ledger entries are created:

    Accounts Receivable (Asset) debit $2500
    Sales (Revenue) credit $2500

    Bank Account (Asset) debit $2500
    Accounts Receivable (Asset) credit $2500

Step 5a & 5b. At the end of the accounting period you run the inventory turnover statement.
    You then enter the following general journal entries:

    Inventory Item Account (Asset) debit $1500
    Purchases (Asset) credit $1500

    Cost of Goods Sold (Expense) debit $1500
    Purchases (Asset) credit $1500

The way to calculate the first general journal entry amount from the report is as follows:

    Inventory Change = (Quantity Purchased - Quantity Sold)
    Inventory Adjustment = Inventory Change * Purchase Price

The way to calculate the second general journal entry amount from the report is as follows:

    Cost of Goods Sold = Quantity Sold * Purchase Price

As of version 1.6 of the Bookkeeping App the Inventory Turnover Statement will calculate the inventory adjustment and cost of goods sold values automatically and display them on the report.

The end of the accounting period can be whatever you like. It can be the end of the day, week, month, year, or anything else you choose.

The resulting ledger account balances will be:

    Purchases (Asset) $0
    Accounts Payable (Liability) $0
    Accounts Receivable (Asset) $0
    Bank Account (Asset) credit $500
    Sales (Revenue) credit $2500
    Cost of Goods Sold (Expense) debit $1500
    Inventory Item Account (Asset) debit $1500

The net profit shown on the income statement would be $1000, being $2500 revenue less $1500 cost of goods sold.

When you are on the books list screen of Bookkeeping, the page that displays the list of books, you can delete the book by swiping the line containing the name of the book. A Delete button will appear. If you have a pin code set then if you press the delete button a warning will be presented to inform you that deleting a book cannot be undone. You will then be requested to enter the pin code for the book. This is to ensure that only authorised people can delete the book.

If you enter the pin code then the book will be deleted and you will be returned to the main page of the application. If you do not have a pin code set then when you press the ‘Delete’ button the book will be immediately deleted. Press anywhere else on the screen other than the ‘Delete’ button to cancel the delete request.

The email button is only displayed when you view a report if you have email set up on your device. If you have not configured an email account on the device then the email button will not be displayed.

There is no limit to the length of a line description that you enter into a sale for presentation on the invoice or quotation. When the invoice or quotation is rendered any text that is too long to fit on a single line will be wrapped onto subsequent lines until all the text is displayed. If you wish to have an explicit separate line on a PDF invoice then you can enter a sale line item with no revenue account specified. When you do this the description is rendered on the PDF invoice but the other fields (unit price etc.) are not rendered.

Version 1.2 of the free Java companion program for Bookkeeping includes a converter for QuickBooks suppliers and a converter for MYOB export files.

Export your suppliers list from QuickBooks and store it in a directory with the file name 'suppliers.csv'. Then press the 'Convert from QuickBooks [AUD]' button, select the directory where you stored the suppliers.csv file and the program will produce a file named suppliers.xml that can be imported into Bookkeeping via the 'Import Data' function. Please note that this has only been tested against Australian QuickBooks data.

The following data exports from MYOB can be converted into a format suitable for loading into Bookkeeping via the 'Import Data' function:

• Accounts Export
• Customers Export
• Suppliers Export
• Employees Export
• Items Export
• Jobs Export
• Nonconsolidated Tax Code Export

Store these files in a directory. Then press the 'Convert from MYOB [AUD]' button, select the directory where you stored the files, and the program will convert them into files suitable for importing into Bookkeeping. Please note that this has only been tested against Australian MYOB data.

The following files are produced to be loaded into Bookkeeping via the 'Import Data' function:

• accounts.xml
• customers.xml
• suppliers.xml
• employees.xml
• inventory.xml
• jobs.xml
• taxcodes.xml

When operating the book on cash accounting principles we do not record the sales in the trade debtors account because under cash accounting principles revenue is not recognised until it is received. However every sale is recorded in the sales journal and there are reports in Bookkeeping that examine the sales journal and other journals to determine what money is owed to you by your customers.

The '402 payment required' message is returned by the Apple MobileMe servers when the user name or password is incorrect. You will need to correct your user name, or password, and make sure that your account with Apple is still active.

The MobileMe and WebDAV configuration contains your password to your MobileMe or WebDAV account. These passwords are not saved in the backup file. Therefore when you restore a book the book no longer contains the passwords for your account and you will need to enter them into the book again. These passwords are set in the 'Book Settings' screen under the 'Backup Settings' and 'Import Settings' sections.

The procedure to close a program on Apple iOS devices on versions of the iOS before version 4.0 was simply to press the home button on the device.
The procedure to close a program on Apple iOS devices from version 4.0 of the iOS onwards is as follows:

1. Press the home button on the device once to put the current running program into the background.
2. Press the home button on the device two times in quick succession to reveal the running programs list.
3. Press and hold the icon of the program in the running programs list until all icons in the list start to shake and a red minus appears next to each icon.
4. Press the red icon next to the program that you wish to close.
5. Press the home button on the device once to stop the icons in the list shaking.
6. Press the home button on the device once more to close the running programs list.

We do everything we can to make Bookkeeping as stable as possible. However sometimes things are out of our control and the Apple iOS shuts down the program. We would like to know what was happening when this occurs so that we know whether it was caused by a problem in our program that we can fix, or was caused by some other program or reason. You can assist us to determine this by sending us the crash logs when this occurs. After you sync your device with iTunes the crash logs will reside on your computer.

If you are using a Mac computer then the crash logs are located in:
~/Library/Logs/CrashReporter/MobileDevice/<your devices name>/
If you are using a Windows XP computer then the crash logs are located in:
C:\Documents and Settings\Application Data\Apple Computer\Logs\CrashReporter\<your devices name>\
If you are using a Windows Vista computer then the crash logs are located in:
C:\Users\AppData\Roaming\Apple Computer\Logs\CrashReporter\MobileDevice\<your devices name>\

Within this folder you will find files that begin with 'Bookkeeping' and end with either '.crash' or '.plist'. If you can send these to us then it will help us to determine what your device was doing when the program crashed.

In general we do not provide tax tables for particular countries as each country has different requirements and we cannot keep up to date with the tax law changes in every country. For this reason we provide a facility within the program where you can enter your own tax table information.

For Australia we have an example set of tax tables for 2011-2012 that we have set up based on the NAT 1004 document from the ATO for our own internal use. By downloading and or using these tables you accept the following disclaimer of warranty and limitation of liability.

Disclaimer of Warranty
THERE IS NO WARRANTY FOR THE DATA, TO THE EXTENT PERMITTED BY APPLICABLE LAW. EXCEPT WHEN OTHERWISE STATED IN WRITING THE COPYRIGHT HOLDERS AND/OR OTHER PARTIES PROVIDE THE DATA “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE DATA IS WITH YOU. SHOULD THE DATA PROVE DEFECTIVE, YOU ASSUME THE COST OF ALL NECESSARY SERVICING, REPAIR OR CORRECTION.

Limitation of Liability
IN NO EVENT UNLESS REQUIRED BY APPLICABLE LAW OR AGREED TO IN WRITING WILL ANY COPYRIGHT HOLDER, OR ANY OTHER PARTY WHO MODIFIES AND/OR CONVEYS THE DATA AS PERMITTED ABOVE, BE LIABLE TO YOU FOR DAMAGES, INCLUDING ANY GENERAL, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE DATA (INCLUDING BUT NOT LIMITED TO LOSS OF DATA OR DATA BEING RENDERED INACCURATE OR LOSSES SUSTAINED BY YOU OR THIRD PARTIES OR A FAILURE OF THE DATA TO OPERATE WITH ANY PROGRAMS), EVEN IF SUCH HOLDER OR OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

You can download the 2011-2012 tax tables for Australia here.

The main user interface is written in English as are the reports and all help instructions. You can customise all fields on invoices, quotations, and orders to your preferred language and wording. We intend to provide a similar customisation facility for reports and the user interface in the future. The PDF engine supports all character sets and character codes in the Courier, Times, Helvetica, Times New Roman, and Arial font sets. There is a special Cyrillic font encoding that can optionally be selected for the PDF engine to support languages that require this feature. There is not currently any support in the PDF engine for double byte languages or right to left writing systems. If you use English, Spanish, German, Italian, French, Romanian, Russian, or any other European language then the PDF engine should work for you.