Palm Zire 71 Handheld Instructions Manual

							Adding expense items
111
Changing the date of an Expense item
Initially, Expense items appear with the date on which you enter them. You can 
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.Ta p  D e t a i l s .
Ta p  d a t e 
						

							Chapter 9 Using Expense
11 2
3.Select any of the following options:
4.Ta p  O K .
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.Ta p  O K .
CategoryOpens a pick list of system and user-defined categories. 
See“Categorizing records” in Chapter 4 for more information.
Ty p eOpens a pick list of expense types. 
Paym e n tEnables you to choose the payment method for 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.
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.
Vendor and 
CityEnables you to 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 
in San Francisco.
AttendeesSee“Looking up names to add to Expense records” in Chapter 4 
for more information.
Tap Edit 
currencies 
						

							Customizing the Currency pick list
11 3
Changing the default currency
You can select which currency appears by default when you’re entering Expense 
items. You can override this setting when entering individual expense items.
To change your default currency:
1.Open Expense.
2.Tap the Menu icon  . 
3.Select Options, and then select Preferences.
4.Tap the Default Currency pick list.
5.Tap the currency symbol you want to appear in Expense.
6.Ta p  O K .
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.Select Options, and then select Custom Currencies.
3.Tap one of the four Country boxes.
Tap a Country 
box 
						

							Chapter 9 Using Expense
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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.Ta p  O K .
NOTEIf 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.
Setting Show Options
Show Options defines 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.Ta p  O K .
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 
						

							Working with Expense data on your computer
11 5
Working with Expense data on your computer
After you enter your expenses into the Expense application on your handheld and 
perform a HotSync operation, Palm Desktop software enables you to do any of the 
following on your Windows computer. See the Palm Desktop software online Help 
for details. This feature is not available on Mac computers.
nAdd, modify, and delete your Expense data.
nOrganize your Expense data by category, amount, date, type, or notes.
nView Expense data in various formats: List, Large Icons, or Small Icons.
nRecord individual expenses in various currencies and display the total in one 
selected currency type.
nPrint Expense reports.
nTransfer Expense data to other applications, such as Microsoft Excel, using the 
Send command or Export command, and import data in popular file formats.
Displaying the euro on your computer
When you perform a HotSync operation, the euro symbol is transferred to Palm 
Desktop software like any other piece of data on your handheld. The symbol 
appears in Palm Desktop software, 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. For more 
information, refer to the documentation that accompanies your desktop 
computer ’s operating system. 
Printing the euro
Even with operating system support, problems may arise when you print 
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 is printed instead of the euro symbol.
You can work around this problem by transferring the expense data to another 
application and inserting a bitmap image of the euro into the document in the 
appropriate places, or by not using the printer ’s built-in fonts (if allowed).  
						

							Chapter 9 Using Expense
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Using 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 4 for information about selecting menu commands.
Record menu
Options menu
PreferencesOpens the Preferences dialog box, where you can select 
automatic fill and default currency options.
Use automatic fill. Enables you to select an expense type by 
writing the first letter of an expense type in the Graffiti 2 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 ExpenseShows version information for Expense. 
						

							11 7
CHAPTER 10
Using Memo Pad
Memo Pad provides you with a place to take notes that are not associated 
with records in Date Book, Address Book, or To Do List. The number of 
memos you can store depends only on the memory available on your 
handheld. Use Memo Pad to do the following:
nUse Graffiti® 2 characters to store memos, lists, or any other text message on 
your handheld. 
nSend memos to popular computer applications like Microsoft Word when you 
synchronize using Palm™ Desktop software and HotSync
® technology.
nAssign memos to categories so that you can organize and view them in logical 
groups.
nWrite down phone numbers and other types of information that you can later 
copy and paste into other applications. 
To open Memo Pad:
1.Tap the Home icon  . 
2.Select the Memo Pad icon  .  
						

							Chapter 10 Using Memo Pad
11 8
Creating memos
A record in Memo Pad is called a memo. You can assign memos to categories and 
mark them private, as described in Chapter 4. This section covers how to create a 
memo.
To create a new memo:
1.Open Memo Pad.
2.Ta p  N e w.
TIPIn the Memo list screen, you can also begin writing in the Graffiti 2 writing 
area to create a new memo. The first letter is automatically capitalized and 
begins your new memo.
3.Enter the text you want to appear in the memo. Use the carriage return stroke 
to move down to new lines in the memo.
4.Tap Done. 
Ta p  N e w 
						

							Reviewing memos
11 9
Reviewing memos
The first line of a memo appears in the Memo list. This makes it easy to locate and 
review your memos. 
To  r e v i e w  a  m e m o :
1.From the Memo list, select the text of the memo.
TIPYou can also select, review, and move between memos with the 5-way 
navigator. See“Using the navigator” in Chapter 2 for details.
2.Review or edit the text in the memo. 
3.Ta p  D o n e .
Using Memo Pad menus
Memo Pad menus are shown here for your reference, and Memo Pad features that 
are not explained elsewhere in this book are described here.
See“Using menus” in Chapter 4 for information about selecting menu commands.
The Record and Options menus differ depending on whether you’re displaying the 
Memo list or an individual memo.
Select a memo 
to review 
						

							Chapter 10 Using Memo Pad
120
Record menus
Options menus
Send CategoryOpens a dialog box where you can choose how you want to 
send all records in the selected category to another device. This 
command appears only after you install the e-mail or SMS 
application from the Software Essentials CD-ROM, and the 
options available depend on the software installed on your 
handheld. 
Send MemoOpens a dialog box where you can choose how you want to 
send the selected memo to another device. This command 
appears only after you install the e-mail or SMS application 
from the Software Essentials CD-ROM, and the options 
available depend on the software installed on your handheld. 
Memo list
Memo screen
Preferences 
Displays the Memo Preferences dialog box, where you define 
the sort order for memos. 
About Memo PadShows version information for Memo Pad.
Memo list Memo screen