Palm M505 Color Handhelds Instructions Manual

							Chapter 5 Page 131
5. When the alarm reminder message appears, do one of the 
following:
Tap OK to permanently dismiss the reminder and return to the 
current screen.
Tap Snooze to dismiss the reminder and return to the current 
screen. The reminder message appears again in five minutes, 
and an attention indicator blinks in the upper-left corner of the 
screen to remind you of the pending alarm. When the reminder 
message reappears, the current time displays in the Reminder 
bar and the alarm time displays on the screen. 
6. Tap Go To to open Clock.
Clock menus
Clock menus are shown here for your reference, and Clock features 
that are not explained elsewhere in this book are described here.
See “Using menus” in Chapter 1 for information about choosing menu 
commands.
Options menu 
						

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Expense
Expense enables you to record the date, expense type, and the amount 
that you spent. A record in Expense is called an “item.” You can sort 
your Expense items into categories or add other information that you 
want to associate with the item.
To create an Expense item:
1. Tap the Applications icon  .
2. Tap Expense.
3. Tap New.
Tip: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.
Display 
OptionsAllows you to choose which information appears 
on the Clock screen.
nDay. Activates the day of the week display. 
When it is on, the day appears above the time.
nDate. Activates the date display. When it is on, 
the date appears below the time.
Alarm 
PreferencesnSound. Sets the sound of the alarm. The 
choices are Alarm, Bumble Bee, Reveille, 
Sonata, Wake Up, and Warbler.
nVolume. Defines how loud the alarm sounds. 
The choices are Low, Medium, and High.
About ClockShows version information for Clock.
Tap 
New Cursor 
of new 
item 
						

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4. Enter the amount of the expense. 
5. Tap the Expense type pick list and select a type from the list.
Note:As soon as you select an expense type, your handheld saves 
your entry. If you do not select an expense type, it does not 
save the entry.
Tip: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.
Tap 
here
Tap 
date 
						

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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:
CategorySee “Categorizing records” earlier in this 
chapter.
TypeOpens a pick list of expense types. 
PaymentLets 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 company-
paid cell of your printed expense report 
spreadsheet. See “Transferring your data to 
Microsoft Excel” later in this chapter for more 
information.
CurrencyEnables 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. 
						

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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.
Vendor and 
CityLets 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 Rosies Cafe (Vendor) in San Francisco 
(City).
AttendeesSee “Looking up names to add to expense 
records” earlier in this chapter.
Tap Edit 
currencies 
						

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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.
Note: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 
Tap a Country 
box 
						

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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.
3. Tap OK.
Transferring your data to Microsoft Excel
After you enter your expenses into the Expense application on your 
handheld, Palm Desktop software enables you to view and print the 
data with your computer. 
Note: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 handheld package. 
The procedures in this section also assume that you have 
installed Palm Desktop software. See “Palm™ Desktop 
software” in Chapter 1 for more information.
Sort byEnables you to sort expense items by date or 
type.
DistanceEnables you to display Mileage entries in miles 
or kilometers.
Show 
currencyShows or hides the currency symbol in the 
Expense list.
Tap Show 
						

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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 handheld. 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 computer. They 
do not reside with your Desktop application, and they are not 
produced by Palm, Inc. Refer to the documentation that accompanies 
your desktop computer’s operating system for more information. 
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 printers 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. 
Note:If you launch Expense from the Start menu instead of 
Palm Desktop software, you must first choose your 
handheld user name.
3. Click the expense category that you want.  
						

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Tip: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.
Note: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 contain-
ing 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:
Click to select 
Categories 
						

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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.