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 Category List Making and How it is Used

Windows:  10,8,7

     
  Category List Making and How it is Used
 
   
  Category List Example

How Does It Work? Note – best if the blue header line is NOT saved with the file. It is here just to show the columns.

Basic Idea: The first column tells the software where in the transaction to look for information to scan - payee description most likely, but could also be debit (deposit) or credit(expense). For example, you might suggest looking for the word "gasoline" in the description area "desc" and then applying an expense for car gas - since gasoline is a different word than gas for home usage. Or you might scan for your Medical Insurance Company like "Anthem" and then affix a Medical Insurance expense category to that. Or if you give $18 each week to Bowling, you might scan the expenses for 18.00 and then your line in column 3 would give a category for a bowling expense, entertainment or service or the like, and then you might also add the optional description such as "Bowling Expense". Then when done and store this list in the correct location for the program to use - and the program will help at that... the software will scan your pdf or qif entries automatically looking for things you wished to scan and applying the categories... automatically... for you.

 

How did this work for me? After a number of additions and changes, including "order" what to put before what else, the category list seems to fill in perhaps 95%, almost all, of the categories. I guess our family always or most often spends money in the same ways. Also note that the right catch word, like "pizza" might always be family dining for most of us regardless of restaurant name. But yes, it took an effort and sometimes the category was wrong since I used the wrong scan phrase or a specific item needed to be ahead of a general catch all one. What was my feeling. I love it. I was far happier working with this list than the drudgery of adding the same category many times, perhaps hundreds of time.

 

1.You create your own expense categories and what to look for offline.. in either your favorite spreadsheet or word processing program. Save it in text mode, tab delimited. What does that mean? It means tabs between each column of data and a carriage return, line feed, or both at the end of each line. No blank lines or extra blank spaces in your list.
2.If you did this in a word processing program, two lines might look like (no extra leading spaces or extra lines):

usage (tab) Cash Back (tab) 23-Cash(tab)(line feed)

credit (tab) 23.10 (tab) 29-Medical insurance (tab) Acme Medical Company(line feed)

 

3. Then save your categories list ... no more than 500 lines of them ... to your computer. You can either load it directly in the same folder as your program, or use your program file pull down menu to load it where it is at and the save it for usage in the same file as the program - which save for usage does.

FORMAT: note you must have 4 columns of data. that means 3 tabs to separate 4 items even if the last one, column 4, “optional description” is blank. The four fields left to right and columns are: field to search in(tab)what to search for(tab)expense/deposit category exact wording(tab}Optional change of description field to payee 

TEXT SEARCH of Description: Capitals or small letters do not matter for either your category list or in our software search. HOWEVER – “usage”, “desc”, “form”, ”debit” and “credit” for first column type of search, should always be lower case.

Note: "usage" is only used once, preferably on the first line, in case “cash back” is asked at a store. It creates a new line for the cash back portion of the transaction, if it can. It modifies the description by adding "Cash back from " before the current description that had the store or location name . "desc" is to search the description field for wording - and if a match, then to add an expense category to that item. "credit" is to look for a given exact expense amount, including cents . "debit" similar to credit, but searches the deposit amounts. Note: if using text dates and you want to change the format as shown on the options screen, then that item would likely be first on the categories list and usage would be second.