Calendar / Planner

Previous Next

The Calendar is a powerful tool, which integrates your agenda (tasks, appointments, contacts, etc.) in a Set of Books. You may manage all your events in this Calendar with options to set the recurrence of an event (i.e. daily, weekly, monthly by day, monthly by date, yearly by day, yearly by date or custom, where you may specify the interval in days).

In addition to scheduling all your events, the Calendar has a powerful reminder system which may be set to remind you of a scheduled event, or task, well in advance (from any number of minutes, hours and even days).

There are five (5) main categories of events which you can manage (add, edit, delete or change dates of events) in the Calendar. These are:

Appointment (general - i.e. with bank manager, lunches, etc.)

Repeating Invoices - schedule when you need to copy / process repeating invoices.

Debtors Appointment - schedule appointments with debtors / customers for specials, accounts, etc.

Creditors Appointment - schedule appointments with creditors / suppliers for orders, accounts, etc.

Hours - schedule the hours (time) to invoice debtors / customers. Once these are set you may generate Quotes for the hours. Once these Quotes are generated, you may edit them (if necessary) and convert them to Invoices.

Colour coding also makes it easier to identify the category of the event, when displayed in the Calendar.

In addition to these events you can also manage and view:

Tasks - Manage (add, edit or delete) tasks (for example, do the bank reconciliation, print debtor statements, print creditor remittance advises, etc.)

Contacts - Find a contact by clicking on the alphabetical keys and manage (add, edit or delete) contacts in addition to the Edit → Contacts menu, and Edit → Delete → Contacts menu.

Clock - View an analog clock and the number of loaded events (appointments), contacts and tasks.

Print - Edit and load print formats, print preview and printing of the Calendar.

Access and Views of the Calendar

The Calendar is (by default) not displayed when you open a Set of Books.


To Access the Calendar:

1.Click on the Calendar button on the Sidebar. Alternatively, click on the Input → Calendar menu.

The Planner (Display - Agenda - the default screen) is displayed:

2.The Display listing three (3) icons will be displayed. You may click on the following icons to change or display the view of the Calendar:

a)Agenda - This is the default view of the Planner (Calendar). It displays the following three sections:

i)Day View - This displays the selected day in time intervals of one hour each. If any events, or appointments, have been scheduled for the selected date, they will be displayed.

You can also use the slider to view up to a week (seven days) at a time.

ii)Calendar by Month - displays the dates for the selected month. The selected day will be displayed in a red font colour.

If any events, or appointments, have been scheduled for any dates within the selected month, the day will be underlined and displayed in a bold font style.

b)Tasks - Lists all tasks, if any. Displays the tasks in the full viewable area.

c)Contacts - Lists all the contacts created in the Set of Books alphabetically. You may find and filter contacts by clicking on alphabetical character buttons.

You may also manage (add, edit or delete ) contacts in addition to the Edit → Contacts menu, and Edit → Delete → Contacts menu.

3.You may click on the following buttons:

a)Clock - View an analog clock, and the number of loaded events (appointments), contacts and tasks.

b)Print - Edit and load print formats, print preview and printing of the Calendar.

Schedule or Create Events or Appointments

You may schedule or add any of the following four main categories of events:

Appointment (general - i.e. with bank manager, lunches, etc.)

Repeating invoices - schedule when you need to copy / process repeating invoices.

Debtors appointment - schedule appointments with debtors / customers for specials, accounts, etc.

Creditors appointment - schedule appointments with creditors / suppliers for orders, accounts, etc.

Colour coding also makes it easier to identify the category of the event, when displayed in the Calendar.


To Add or Create an Event or Appointment:

1.Select a suitable time on the day-time view of the agenda and right-click. The following context menu is displayed:

2.To create a new event, select the Add Event option. The Untitled - Event screen is displayed:

3.Enter the subject (topic) of the appointment.

4.Select the category (i.e. Appointment, Repeating Invoices, Debtors Appointment or Creditors Appointment).

5.Set the Start time and End time for the appointment. The selected time, when the Add Event option was launched, will be displayed.

If you wish to mark this event as an all day event, select the All Day Event option. You are then not able to set the start and the end date.

6.Select the appointment recurrence (i.e. None (default), Daily, Weekly, Monthly by Day, Monthly by Date, Yearly by Day, Yearly by Date or Custom).

If Custom is selected, you may set the interval in the number of days.

If the Recurrence is set to any other value than None, the Repeat Until date will be displayed for one calendar year, e.g. 31/03/2009 if the start date is 31/03/2008.

You may then select a date until, which the event or appointment is to be repeated.

7.Select the Reminder option if you need to be reminded of the event or appointment.

This will remind you of a scheduled event or task well in advance (from any number of minutes, hours and even days) until the event or appointment is deleted.

8.Enter any additional information or notes about the appointment. This will also be displayed when you edit the event or when the Reminder is displayed.

9.Click on the OK button to save the event or appointment.

Created with the Personal Edition of HelpNDoc: Free help authoring environment