Palm Zire Handheld Instructions Manual

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CHAPTER 9
Using Expense
Expense lets you keep track of your expenses and then transfer the 
information to a spreadsheet on your computer. Use Expense to do the 
following: 
nRecord dates, types of expenses, amount spent, payment method, and other 
details associated with any money that you spend.
nAssign expense items to categories so that you can organize and view them in 
logical groups.
nKeep track of vendors (companies) and people involved with each expense.
nLog miles traveled for a particular date or expense category.
nSort your expenses by date or expense type.
nSend or export your expense information to popular computer applications, 
such as Microsoft Excel or Microsoft Word, using Palm™ Desktop software and 
HotSync
® technology on a Windows computer.
To open Expense:
1.Tap the Home icon  . 
2.Tap the Expense icon  .  
						

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Adding expense items
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.
1.Ta p  N e w.
TIPYou 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.
2.Enter the amount of the expense. 
3.Tap the Expense type pick list and select a type from the list.
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.
TIPAnother 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.
Ta p  N e wCursor of 
new item
Tap here 
						

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Changing the date of an Expense item
Initially, Expense items appear with the date 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 .
3.Select any of the following options:
Ta p  d a t e
CategorySee“Categorizing records” in Chapter 4 for more information.
Ty p eOpens a pick list of expense types.  
						

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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 .
Paym e n tLets 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.
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 
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” in Chapter 4 
for more information.
Tap Edit 
currencies 
						

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95
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.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.Ta p  O K .
Tap a Country 
box 
						

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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.
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.Ta p  O K .
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 computer. See the Palm Desktop software online help for 
details.
nAdd, modify, and delete your Expense data
nOrganize your Expense data by category, amount, date, type, or notes
nView Expense data in different formats: List, large Icons, or Small Icons
nRecord individual expenses in different currencies and display the total in one 
selected currency type
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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97
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
For more information on using Expense on your computer, see:
nThe online help for Palm Desktop software. To access the online help, go to the 
Help menu in Palm Desktop software.
Displaying the euro on your 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). 
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 choosing menu commands.
Record menu 
						

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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 ExpenseShows version information for Expense. 
						

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CHAPTER 10
Using Memo Pad
Memo Pad provides a place to take notes that are not associated with records 
in Date Book, Address Book, or To Do List. Use Memo Pad to do the 
following:
nUse Graffiti® 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. Later, you can 
copy and paste this information to other applications. 
To open Memo Pad:
1.Tap the Home icon  . 
2.Tap the Memo Pad icon  . 
Creating memos
A memo can contain up to 4,000 characters. The number of memos you can store 
is dependent only on the memory available on your handheld. A record in Memo 
Pad is called a “memo.” 
To create a new memo:
1.Tap the Home icon  . 
2.Tap the Memo Pad icon   to display the Memo list. 
						

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10 0
3.Ta p  N e w.
TIPIn the Memo list screen, you can also begin writing in the Graffiti writing 
area to create a new memo. The first letter is automatically capitalized and 
begins your new memo.
4.Enter the text you want to appear in the memo. Use the carriage return stroke 
to move down to new lines in the memo.
5.Tap Done. 
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.In the Memo list, tap the text of the memo.
2.Review or edit the text in the memo. 
3.Ta p  D o n e .
Ta p  
New
Ta p  a  
memo to 
review its 
contents