NCH Software Express Accounts Accounting Software

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1 NCH Software Express Accounts Accounting Software This user guide has been created for use with Express Accounts Accounting Software Version 5.xx NCH Software

2 Technica Support If you have difficuties using Express Accounts Accounting Software pease read the appicabe topic before requesting support. If your probem is not covered in this user guide pease view the up-to-date Express Accounts Accounting Software Onine Technica Support at If that does not sove your probem, you can contact us using the technica support contacts isted on that page. Software Suggestions If you have any suggestions for improvements to Express Accounts Accounting Software, or suggestions for other reated software that you might need, pease post it on our Suggestions page at Many of our software projects have been undertaken after suggestions from users ike you. You get a free upgrade if we foow your suggestion.

3 Express Accounts Accounting Software Contents Introduction... 8 Software License Terms... 9 Getting Started Quick Start Wizard Main Window Reference Chart of Accounts Taxes Customization for Your Business Register Express Accounts Shortcut Keys Reference Guide to Bookkeeping Common Tasks Creating Items and Services Add New Customers Customer Statements Add New Suppiers Quotes Saes Orders Invoicing Purchase Orders Accounts Payabe Payments and Purchases Receive Money Manua Journa Entries and Edits Reconcie an Account Recacuating Customers' Baances Payro Puing Reports Options Advanced Appication Integration with Inventoria

4 Mutipe Businesses Mutipe Currencies Mai Merge Data Backup Options Options ~ Business Options ~ Accounting Options ~ Regiona Options ~ Saes Tax Options ~ Inventory Options ~ Page Layout Options ~ Page Styes Options ~ Invoice Options ~ Quote Options ~ Saes Order Options ~ Purchase Order Options ~ Credit Note Options ~ Packing Sip Options ~ Receipt Options ~ Check Options ~ Statements Options ~ Other Options ~ Payments Options ~ Web Accounts Options ~ Web Access Web Access Introduction to the Web Access Feature Setting up Web Accounts Configuring your Internet Connection for Web Access How to Log On to Web Access Password Management Web Access Interface Reference Setting Up Web Access Web Access Screen References Seect Company Profie Seect Invoice Period Recurring Invoice Schedue Invoices List

5 Add/Edit Invoice Seect Quotes Period Quotes List Add/Edit Quote Seect Orders Period Orders List Add/Edit Order Payments and Purchases Seect Payments Period Payments List Appy Payment Charge Payment Payment Charge Receipt Enter Emai Detais Items List Vehices List Vehices Mieage List Add/Edit Vehice Add/Edit Vehice Mieage Add/Edit Item Customers List Add/Edit Customer Add/Edit Customer Additiona Options Add/Edit Customer Credit Card Add/Edit Customer Additiona Info User Account List Seect Journa Period Journa List Seect Purchase Order Period Purchase Orders List New Accounts Payabe Seect Accounts Payabe Period Accounts Payabe List Bi Payments List Seect Bi Payment List Period Check List Invoice Records Log Seect Credit Notes Credit Notes List Add/Edit Credit Note Budget List Create Budget Budget Report Budget Diaog Journa Entry Web Reconcie Account Web Seect Account and Bank Statement Customer Statement Period Web Screen References 3

6 Budget List Budget Main Adjust Row Vaue Create Budget New/Edit Invoice New/Edit Credit Note New/Edit Saes Order New/Edit Purchase Order New/Edit Accounts Payabe New/Edit Quote Reconcie Account Journa Entry Accounts Payabe Link Purchase Orders Payments and Purchases Receipts and Deposits Report View Chart of Accounts List Invoices List Seect Invoice List Quotes List Seect Quote List Saes Orders List Seect Saes Orders List Purchase Orders List Accounts Payabe List Seect Account Payabe List Payments of Accounts Payabe Customers List Suppiers List Payments List Items List Vehice List Vehice Mieage List Recurring Invoices List Recurring Orders List Credit Notes List Saesperson List View Journa View Journa - Genera Ledger Transactions Checks List New Account Diaog Find Key String Enter New Group Name Customer Groups List Non-invoiced Cash Sae Shipping Labe Change Customer Group Change Saesperson Browse Transaction Fie Diaog Import Transaction

7 Genera CSV Import Wizard: Seect CSV for Import CSV Import Wizard: Match Data Fieds CSV Import Wizard: CSV Import Resuts Web Access Screen References Recurring Order Schedue Seect Customers Screen References Print Preview Custom Reports Add/Edit Fied Diaog Authorize Account Settings Eway Account Settings Paypa Payfow Pro Account Settings Paypa Account Settings Account Settings Back Up Data Restore Data Fax Number Emai Address Fax Settings User Account Print Preview Appy Discount Text Attributes Cosed-To-Date Payment Appy Credit Note Enter Payments of Accounts Payabe Vehice Vehice Mieage Mieage Reports Account Transfer Recurring Invoice Schedue Recurring Order Schedue Statement Period Customer Statements Mutipe Businesses Account Properties Seect Tempate Name Tempate

8 Seect Date Seect Period for the Report Seect Report Vaue to Sort By Seect Period for the Report Seect Period and Customers for the Report Seect Periods for the Report Seect Account and Period Seect Budget Report Items per Customer Accounts Receivabe Aging Report Report Customer Saes Choose Businesses and Report Seect Report New Item Pay by Cash Pay by Credit Card Pay by Check Choose Payment Method Save Customer Emai to Many Seect Customer Run Automatic Statements Saesperson Tax Rate Import Items from Other Business Import Customers from Other Business Linked Accounts Edit Invoice Invoice Records Log Adjust Row Vaue Browse transaction fie Edit Account Vaue Edit Comparison Expression Vaue Edit True/Fase Vaue Edit Rounding Vaue Rename Report Form Item ~ Item Item ~ Inventory Suppier ~ Suppier Suppier ~ Info Customer ~ Customer Customer ~ Credit Card Customer ~ Other Customer ~ Info Express Accounts Quick Start Wizard ~ Quick Start Step 1: Business Detais Express Accounts Quick Start Wizard ~ Quick Start Step 2: Chart of Accounts Express Accounts Quick Start Wizard ~ Quick Start Step 3: Products or Service Business Express Accounts Quick Start Wizard ~ Quick Start: Seect Your Province Express Accounts Quick Start Wizard ~ Quick Start: Seect Your Country Express Accounts Web Access Wizard ~ Set Up Web Access

9 Express Accounts Web Access Wizard ~ User Account Web Access Express Accounts Web Access Wizard ~ Choose Web Access Type Express Accounts Create New Budget Wizard ~ Create New Budget Other Links Options ~ Web Routing - URL 7

10 Introduction Thank you for instaing Express Accounts. Express Accounts is software that makes it easy for businesses to create and keep track of their bank accounts, quotes, orders, invoices, and bis. Express Accounts is designed so that it wi integrate easiy into most business practices with functionaity that aids accounting and tax processes. This software generates professiona-ooking reports that can be printed, emaied or faxed directy from the program. It wi keep track of a of your account transactions, aowing you to reconcie them with your bank account statements. It aso generates professiona ooking quotes, orders and invoices that can be printed, emaied or faxed directy from the program. It then keeps track of which invoices have been paid with reports that can be used for chasing overdue invoices or preparing tax and other accounting returns. It aso supports automatic statements and recurring biing invoices so you do not need to remember to bi customers. Express Accounts can be instaed and running in ess than 60 seconds. Features Generates professiona reports quicky Generates professiona quotes, saes orders and invoices quicky Automaticay records reguar recurring orders/invoices (e.g., monthy invoices) Anayze saes by customer, saes person or item Abiity to print reports or send them by emai (pdf) or fax No need to earn compex accounting software Number of accounts imited ony by your hard drive size which woud be 100,000s on a modern computer Generates comprehensive reports for your accountant Reconcie account transactions with bank account statements Works for both product- and service-based businesses Can run mutipe (unimited) businesses from one insta Instas and is ready for printing in ess than a minute Designed to be very easy to use for day-to-day operation System Requirements Windows 98/2000/XP/2003/Vista/7/8 Optiona Internet Connection (for sending reports by emai) Printer (for printing reports) 8

11 Software License Terms 1. The copyrights in this software and any visua or audio work distributed with the software beong to NCH Software and others isted in the about box. A rights are reserved. Instaation of this software and any software bunded with or instaed-on-demand from this software is icensed ony in accordance with these terms. 2. By instaing, using or distributing this software you, on your own behaf and on behaf of your empoyer or principa, agree to be bound by these terms. If you do not agree to any of these terms, you may not use, copy, transmit, distribute, nor insta this software - return it to the pace of purchase within 14 days to receive a fu refund. 3. This software, and a accompanying fies, data and materias, are distributed "as is" and with no warranties of any kind, whether express or impied except as required by aw. If you intend to rey on this software for critica purposes you must test it fuy prior to using it, insta redundant systems and assume any risk. 4. We wi not be iabe for any oss arising out of the use of this software incuding, but not imited to, any specia, incidenta or consequentia oss. Your entire remedy against us for a caims is imited to receiving a fu refund for the amount you paid for the software. 5. You may not use this software in any circumstances where there is any risk that faiure of this software might resut in a physica injury or oss of ife. You agree to indemnify us from any caims reating to such unauthorized use. 6. You may copy or distribute the instaation fie of this software in its compete unatered form but you may not, under any circumstances, distribute any software registration code for any of our programs without written permission. In the event that you do distribute a software registration code, you wi be iabe to pay the fu purchase price for each ocation where the unauthorized use occurs. 7. Use of data coected by the software is subject to the NCH Software Privacy Statement which aows automatic anonymized coection of usage data and emai addresses in imited circumstances. 8. The contract arising out of this agreement is governed by the aws and courts of the Austraian Capita Territory. 9

12 Getting Started - Quick Start Wizard After Express Accounts instas, and any time you seect to add a new business to Express Accounts the Quick Start Wizard wi run. The wizard wi guide you through setting up the most basic detais of your business incuding: Business Name - The name of your business. This wi appear at the top of your reports and invoices. Chart of Accounts - You can use the defaut Chart of Accounts that comes with Express Accounts, or import your existing Chart of Accounts. You can make changes to your Chart of Accounts ater, if needed. See the Chart of Accounts topic in the Getting Started section of this manua for more information about customizing your Chart of Accounts. Address and Contact - The detais you enter here wi appear at the top of your reports and invoices. 10

13 Getting Started - Main Window Reference Menus Accounts - The Accounts menu contains common actions for working with the program, such as Web Access, backup and restore data, Cosed-to-date, switching between mutipe business accounts, importing data from ExpressInvoice, Import Transactions and exiting the program. Saes - From the Saes menu you can create a new invoice, appy a customer payment, and view a ist of invoices, as we as create quotes, saes orders and credit notes. Purchases - The Purchases menu contains a actions reated to purchasing and payment. It incudes inks for creating a purchase order, viewing purchase orders, entering accounts payabe, viewing accounts payabe, and entering payments for accounts payabe. Transactions - The Transactions menu aows the user quick access to transaction screens, incuding making payments and receiving payments, making a manua journa entry, reconciing accounts, and recacuating customers' baances. Reports - From the Reports menu, the user can seect which report they want to view. View - From the View menu, the user can view ists of customers, suppiers, invoices, the chart of accounts, and more. Toos - The Toos menu is where recurring invoices, orders, and statements are run from, if they are not avaiabe in the exporer bar. It's aso where the Options diaog can be accessed, and where you can register Express Accounts. Hep - The Hep menu contains a ink to the Express Accounts Hep documentation, inks for the Express Accounts webpage, technica support, reated programs, and other inks you might find usefu. Toobar The toobar wi update depending on which tab is seected. Each tab contains the foowing icons on the toobar: Journa - Cick the Journa icon in the toobar to open the journa, where a ist of a the journa entries you have made is dispayed. Reports - Cick the Reports icon in the toobar to seect which report you want to view. 11

14 View - Cick the View icon in the toobar to view ists of customers, suppiers, invoices, the chart of accounts, and more. Web Access - The Web Access icon opens the web interface of Express Accounts. The Web Access can be configured from the Options ~ Web Access tab. Options - The Options window is where many program settings can be configured and customized, incuding Business information, Accounting, Regiona settings, Saes Taxes, Payments, Inventory settings, Page Layout, Page Styes, Invoice, Quote, Saes Order, Purchase Order, Credit Note, Packing Sip, Receipts, Checks, Statements, Web Access, and Other options. Buy Onine - Cick the Buy Onine icon to be taken to a webpage where you can purchase or upgrade Express Accounts. Suite - The Suite is where you can view and downoad a NCH Software products. Hep - Cick the Hep button to open the program documentation. Exporer Bar The Exporer Bar is found in the eft sidebar of the program. It contains inks to the most common tasks you might use in Express Accounts, and contains inks reevant to the tab view that is seected. Cicking the heading of each section wi expand or coapse the inks in that section, making this section customizabe to your needs. To-Do - The inks you find in the To-Do section of the Exporer Bar wi vary depending on how many times you have used the program, if you are schedued to run recurring payments or invoices, or if Express Accounts thinks it is time to back up your data. Fow Chart The fow chart in the main screen of Express Accounts, or the contro pane, gives you yet another quick way to access the most commony used features in Express Accounts. Each group and the arrows between the boxes hep guide you through common accounting practices for the different aspects of your business. The boxes shown wi be reevant to the tab view that is seected to provide quick access to the features of the task you are performing. Tabs Each tab contains inks to the reated accounting functions isted for the tab. The toobar, exporer bar, and contro pane wi update each time a new tab is seected. Accounts Tab 12

15 The Accounts tab opens a menu with inks for common actions for working with the program, such as Web Access, backup and restore data, switching between mutipe business accounts, and exiting the program. Home Tab The Home tab contains inks to the most common function you' use in Express Accounts. For exampe, ook at the Exporer bar, which appears in the eft sidebar. For the Home Tab, the exporer bar contains inks to the foowing: Transactions - make a payment, receive payments, view the journa, reconcie an account. Saes - create an invoice or appy a customer's payment. Purchases - create a purchase order, create new accounts payabe and pay bis. Banking - reconcie an account. Reports - view the income statement and baance sheet reports. More reports can be found by cicking the Reports tab. Configuration - set up or edit the chart of accounts, and configure other program settings through the options ink. Directy under the exporer bar is a quick-gance at the baances of your accounts, your business's income and profit. Saes Tab The Saes tab contains inks to saes-reated functions in Express Accounts. For the Saes Tab, the exporer bar contains inks to the foowing: Simpe Sae - quicky record a sae that you have received payment for and that does not have an invoice. Quotes - create a new quote, saes order, or convert a quote to a saes order. Invoices - create a new invoice, appy a customer payment, or view a ist of invoices. Invoice Items - view and manage a ist of a items in your inventory. Customers - add new customers to the system, or view and manage a ist of a customers. Saes Reports - view reports reated to saes. For a compete ist of reports avaiabe, cick the Reports tab. Directy under the exporer bar is a quick-gance at the saes activity of your business from the ast month, and the accounts receivabe baance. Purchases Tab The Purchases tab contains inks to purchasing-reated functions in Express Accounts. For the Purchases Tab, the exporer bar contains inks to the foowing: Enter Payments - pay bis for previous accounts payabe bis you have entered, or other payments. Accounts Payabe - enter your upcoming bis as a new account payabe and view and manage a ist of a accounts payabe. Orders - create a new purchase order, which can ater be transitioned into an account payabe. Suppiers - add a new suppier, or view and manage a ist of a suppiers. 13

16 Purchases Reports - view reports reated to purchases. To view a ist of a reports, cick the Reports tab. Directy under the exporer bar on this tab is a quick-gance at the expense activity of your business over this month and the ast, as we as any baance in your accounts payabe. Banking Tab The Banking tab contains inks to banking-reated functions in Express Accounts. To quicky reconcie accounts, cick one of the inks under the Reconcie Bank Accounts heading. Cicking the ink for Bank Account #1 wi open up a Reconcie Account diaog set up to reconcie the Checking Account, and the ink for Bank Account #2 wi be set up to reconcie the Savings Account, but you can seect a different account once the diaog is open, if needed. Directy under the exporer bar on this tab is a quick-gance at your business's bank accounts. Reports Tab The Reports tab dispays a ist of a reports avaiabe within Express Accounts. The area under the exporer bar dispays a quick-gance of your business's net assets and the profit earned during this month and the ast. 14

17 Getting Started - Chart of Accounts The Chart of Accounts is a ist of a the accounts your organization uses. When a new business is set up in Express Accounts, the setup wizard asks if you woud ike to use the defaut Chart of Accounts ist incuded with the software, or if you woud ike to create a Chart of Accounts manuay. Working with the defaut Chart of Accounts To view the defaut Chart of Accounts for your business, cick the View icon in the toobar and seect Chart of Accounts. This opens the Chart of Accounts window where you can view the Chart of Accounts; or add, edit, deete, or restore accounts. Each account has a number assigned to it by Express Accounts, but these numbers can be edited if needed. To edit an account's properties, incuding its account name, number, or opening baance, seect the account, then cick Edit in the toobar. For more information about the options for the account properties, see the Account Properties topic in the Screen References section of this manua. Creating a Chart of Accounts manuay You might want to manuay create a Chart of Accounts for your business if you have an existing Chart of Accounts from a previous system or accounting software. This is an option you can seect in the Setup Wizard for each new business, which wi oad without the Express Accounts defaut ist of accounts so you can add your own. To begin creating your Chart of Accounts, cick the View icon in the toobar and seect Chart of Accounts. This opens the Chart of Accounts window where you can add, edit, deete, or restore accounts. To create a new account, cick the New icon in the toobar. This brings up the New Account Diaog. For manuay creating a Chart of Accounts, you' use the Create New Account section. Fi out the information for the account, then cick the Add button to add it to the Chart of Accounts. For more information about the options for creating a new account, see the New Account topic in the Screen References section of this manua. 15

18 Getting Started - Taxes If you pan on using Express Accounts for creating invoices for customers, you wi need to set up the tax amounts required by your oca government. Express Accounts can, in some cases, detect your ocation and automaticay set up the tax rates in your country or province, but you wi want to check that the rates appied are correct, and make adjustments as necessary. Express Accounts detects your ocation based on the ocae set in your computer system, so doube check your system settings for the most accurate setup. To view the tax configuration diaog, cick the Options icon in the toobar, then cick the Tax tab. You can create new tax rates by cicking the Add button. You can add as many tax vaues as you need, and you can designate which tax shoud be appied to items by defaut to save you time creating invoices. Appying a tax amount to an item occurs in the New Invoice diaog. If you don't have a defaut tax amount set, or need to change the tax for an item from the defaut setting, seect the tax amount from the drop menu for that item. A the tax wi be added up at the bottom of the invoice by Express Accounts. See aso: Options ~ Tax New Invoice 16

19 Getting Started - Customization for Your Business Express Accounts gives you some contro over how your printed quotes, orders, invoices, and reports wi ook. Avaiabe options incude: Add your company ogo to the header of printed quotes, orders, invoices, and reports. See Options ~ Company for detais. Add your company ogo to printed receipts. See Options ~ Receipts for detais. Customize the headings for certain heading rows on printed quotes, orders, and invoices, as we as messages to your customers that appear on the footer. See Options ~ Page Layout, Options ~ Invoice Content, Options ~ Page Styes, Options ~ Quote, and the Saes Order topic in the Screen References section of this manua for detais. Set the prefixes and numbering for your accounting entries, usefu if you are transitioning from a previous system. See Options ~ Accounting for detais. Regiona settings appropriate for your ocation, such as the currency symbo, printed date format, decima and thousands symbo, digits after a decima point, and paper size. See Options ~ Regiona for detais. 17

20 Getting Started - Register Express Accounts Express Accounts requires purchase and registration of a icense for each instaation of the software. You can view pricing information via the purchasing ink on the Express Accounts home page at com/accounting/pus.htm. After buying a icense you wi receive a 'Software Purchase Seria Numbers' emai containing your 12-digit icense seria number and instructions on how to use this number to activate the icense. To activate the software, seect Register Software from the program's Accounts or Toos menu and then cick the Activate Onine ink in the 'Step 2: Activate Seria Number' section of the software registration window. This takes you to the Activate Software page on the NCH Software website. Note: You do not need to reinsta Express Accounts to activate the software. Enter the icense seria number in the box provided, your persona registration detais, and cick the 'Activate Software License' button. The icense Registration and Activation Code detais (Name - Location - ID - Key) wi be dispayed on your browser, and wi aso be emaied to you. Enter the Registration and Activation Code detais - exacty as provided - into the 'Step 3: Enter the icense detais' section of the registration window, and then cick the OK button. Note: When you receive the emai containing your registration code you shoud heed the advice on that emai and print out a copy of it immediatey, and keep that hard copy in a safe pace. We aso recommend that you retain a copy of the easetup.exe Express Accounts software instaation fie for the version of the software that you are using. Pace this.exe fie on a portabe medium such as a CD or USB fash drive, and keep it safe with the printout of your icense Registration and Activation Code. If your code is not accepted Check you have entered the Name, Location, ID and Key exacty as they appear on the emai containing the icense Registration and Activation Code. In particuar, the Key from the code is comprised of eight owercase etters ony; it contains no numbers or uppercase etters. The Name and Location fieds are case-sensitive. 2. If the software icense was purchased a whie ago for a previous version of the software, the icense Registration and Activation Code that you are using may not work with a more recent version of Express Accounts. In this case you must purchase a software icense upgrade at upgrade/index.htm. 3. If you have had to re-insta Express Accounts (e.g., foowing a hard drive reformat or repacement), and your icense Registration and Activation Code has worked previousy with the version of the software that you are using, the code may simpy require resetting. Contact NCH Registration Support using the emai form at on the website, and incude the fu detais (Name - Location - ID - Key) of your code. 18

21 Getting Started - Shortcut Keys Reference The foowing ist of keyboard shortcuts wi hep you navigate through Express Accounts' main interface quicky. Universa Shortcuts The foowing shortcuts can be used from any screen Open Web Interface Ctr+W Adjust settings and options Ctr+O Main Screen New Invoice Ctr+N Open Invoices List Ctr+I Appy Customer's Payment List Ctr+P Open Customer's List Ctr+C Open Items List Ctr+T Appy Customer's Payment Ctr+Y Open Recurring Invoices List Ctr+R Open Saes Orders List Ctr+S New Saes Order Ctr+D New Quote Ctr+Q Open Quotes List Ctr+U Chart of Accounts Ctr+A Enter Manua Journa Entry Ctr+J Reconcie Account Ctr+E Open Journa List Ctr+V Run Recurring Invoices F5 19

22 Run Automatic Statements F6 Open Hep Documentation F1 Exit Express Accounts At+F4 Reports Print this report Ctr+P Save to PDF Ctr+S Send this report by emai Ctr+E Chart of Accounts Create Defaut Ctr+D Add Account Ctr+N Restore Ctr+R Find Account Ctr+F Find Next Account F3 Edit Enter Deete Deete Accounts Payabe ist New Payment Ctr+N Find Payment Ctr+F Find Next Payment F3 Edit At+Enter Deete Deete Payments of Accounts Payabe ist 20

23 New Accounts Payabe Ctr+N Enter Payment Ctr+Y Find Accounts Payabe Ctr+F Find Next Accounts Payabe F3 Edit At+Enter Deete Deete Checks List Emai Check Ctr+E New Check Ctr+N Void Check Deete Print Check Ctr+P Find Check Ctr+F Find Next Check F3 Edit At+Enter Payments List New Payment Ctr+N Charge Credit Card Ctr+C Print Preview Ctr+Shift+P Print Receipt Ctr+P Emai Receipt Ctr+E Find Payment Ctr+F Find Next Payment F3 Edit At+Enter Deete Deete 21

24 Journa Entry List Send to Emai Ctr+E New Entry Ctr+N Save as PDF Ctr+S Print Entry Ctr+P Find Entry Ctr+F Find Next Entry F3 Edit Enter Deete Ctr+Deete Chart of Accounts Create Defaut Ctr+D Add Account Ctr+N Restore Ctr+R Find Account Ctr+F Find Next Account F3 Edit Enter Deete Deete Suppiers List Add Suppier Ctr+N Deete Deete Edit At + Enter Emai Suppier Ctr+E Ca Suppier Ctr+T Find Suppier Ctr+F Find Next Suppier F3 22

25 Getting Started - Guide to Bookkeeping For a comprehensive beginners guide to bookkeeping, visit the FastTrack Bookkeeping website at At the website you' earn about the foowing: Bookkeeping what is it a about? Types of Accounts Tracking Transactions Reports Grouping Journa Entries - books of first entry Saes Tax Depreciation 23

26 Common Tasks - Creating Items and Services If your company ses items or services, Express Accounts wi keep them in a ist so you can add them to quotes, orders, and invoices quicky. If you are adding services, enter them as items, as Express Accounts does not distinguish between the two. There are three ways to add new items and services to the system: through a New Invoice, using the Items List, and importing items. Add Items through a New Invoice, Quote, or Order This is an efficient way to add new items and services to Express Accounts, since items are created at the same time you create a customer invoice, quote or order. Whie you are creating a new invoice, quote, or order, any items you enter that haven't been added to Express Accounts yet wi automaticay be added to the Items ist once the invoice, quote, or order is saved or recorded. Each new item entered wi incude the item number, description, unit vaue, and tax. Note: If you want to keep track of the inventory quantity, you wi have to edit the item in the Items ist (see beow). See New/Edit Invoice, New/Edit Quote, and the New/Edit Order topic in the Screen References section of this manua for detais about fiing out these forms. Add Items using the Items List To open the Items List, cick the View icon on the toobar and seect Items. To add a new item, cick the Add icon in the toobar. There are two tabs in the Item diaog. On the first tab, caed Item, fi out the item detais. If you want to manage inventory stock eves using Express Accounts, cick to the Inventory tab and enter your on hand quantity, idea quantity, and warning eve quantity. Cick OK to save the new item or service. To Edit an existing item or service from the Items List, seect the item and cick the Edit icon in the toobar. See the Item ~ Item and Item ~ Inventory topics in the Screen References section of this manua for more information about the Item diaog. Import Items from a CSV Fie or Another Express Accounts Business From a CSV Fie - You can import a ist of items you have used previousy to save time entering new items into Express Accounts. To import a ist, open the Items ist, cick the Item menu and cick Import Items from CSV. Browse to the CSV fie and open it. The Match CSV Fieds diaog wi open in Express Accounts. You' need to match up the coumns from the CSV fie with headings in Express Accounts. For more information on how to do this, see the hep topic Match CSV Fieds in the Screen References section of this manua. From Another Express Accounts Business - To import items from another business within Express Accounts, open the Items ist, cick the Item menu and cick Import Items from other Business. This opens a diaog. Seect the business you want to import items from in the top window and the items wi appear in the bottom window. Uncheck any items you do not want to import. Cick the Import button when you are finished. 24

27 Common Tasks - Add New Customers If your company ses items or services to reguar customers, Express Accounts wi keep them in a ist so you can create quotes, orders, and invoices for your customers quicky. Express Accounts wi aso keep customer credit card information on fie, and wi te you if customers are up-to-date with their accounts due. There are three ways to add new customers to the system: through a New Invoice, Quote or Order; using the Customer List, or importing a customer ist. Add Customers through a New Invoice, Quote, or Order This is an efficient way to add new customers to Express Accounts, since customers records are created at the same time you create a customer invoice, quote or order. Whie you are creating a new invoice, quote, or order, if you enter a new customer into the Invoice Customer fied, the customer name wi be saved automaticay once the invoice, quote, or order is saved or recorded. Note that this method ony saves the customer name, not their contact information. To add a information, enter the new customer name into the fied, then cick the Edit the customer record button to the right of the customer fied, and enter the additiona information on the Customer diaog (see beow for more detais). For more information about invoices, quotes, and orders, See New/Edit Invoice, New/Edit Quote, and the New/Edit Order topic in the Screen References section of this manua for detais about fiing out these forms. Add Customers through the Customers List To open the Customer List, cick the View icon in the toobar, then seect Customers. To add a new customer, cick the Add icon in the toobar. This brings up the Customer diaog, which has four tabs: Customer tab - Enter the customer's contact detais, incuding their biing address. Credit Card tab - Enter the customer's credit card info for quick payment. Credit card numbers are dispayed as dots to protect the customer's information. Other tab - Enter the customer's shipping address and preferences. Info tab - View the customer's account statement information to quicky see if they are up-to-date on their account. This tab won't be visibe when a new customer is created from the Customers ist the first time ony. Cick OK to save the new customer record. To Edit an existing customer from the Customers List, seect the customer and cick the Edit icon in the toobar. Import Customers from a CSV Fie or Another Express Accounts Business From a CSV Fie - You can import a ist of customer you have used previousy in another program to save time entering new customers into Express Accounts. To import a ist, open the Customer ist, cick the Customer menu and cick Import Customers from CSV. 25

28 Browse to the CSV fie and open it. The Match CSV Fieds diaog wi open in Express Accounts. You' need to match up the coumns from the CSV fie with headings in Express Accounts. For more detais on how to do this, see the hep topic Match CSSV Fieds in the Screen References section of this manua. From Another Express Accounts Business - To import customers from another business within Express Accounts, open the Customer ist, cick the Customer menu and cick Import Customers from other Business. This opens a diaog. Seect the business you want to import customers from in the top window and the customers wi appear in the bottom window. Uncheck any customers you do not want to import. Cick the Import button when you are finished. See aso: Customer List Customer ~ Customer Customer ~ Credit Card Customer ~ Other Customer ~ Info 26

29 Common Tasks - Customer Statements Generate a Customer Statement Express Accounts keeps track of a customer's account baance so you can quicky see their payment status. A customer's baance is dispayed next to their entry on the Customer List, which is accessed by cicking the View icon in the toobar and seecting Customers. To view, print, or send a statement from the Customer List, highight a customer and cick the sma triange next to the Statement icon and seect a method for sending, saving, or preview. Enter in a time period for the statement, and the statement wi be generated. Send Automatic Statements You can use Express Accounts to send automatic statements to customers to remind them of their baances. To do this, cick the Options icon from the toobar, and cick the Genera tab. In the Automatic Statements section, you can seect to send automatic statements to every customer with an outstanding baance or just customers who are overdue, and set a minimum amount a statement is sent for. Unpaid Accounts Report Access the Unpaid Accounts Report by cicking the Reports tab and seecting Unpaid Accounts Report. The ist that appears shows ony those customers with outstanding baances. Cicking the Due Date heading wi rearrange the ist so you can easiy see which accounts are overdue. See aso: Customer List 27

30 Common Tasks - Add New Suppiers If your company purchases items reguary from vendors or suppiers, Express Accounts wi keep them in a ist so you can create purchase orders quicky. To add a new suppier, open the Suppiers List by cicking the View icon in the toobar, then seect Suppiers. To add a new suppier, cick the Add icon in the toobar. This brings up the Suppier diaog. Fi in the suppier's information and cick OK to save the new suppier record. To Edit an existing suppier from the Suppiers List, seect the suppier and cick the Edit icon in the toobar. For more detais about the Suppier diaog, see the Suppier ~ Suppier topic in the Screen References section of this manua. Aso see the Suppiers List topic. Adding Suppiers from a Purchase Order If you find yoursef in the midde of a purchase order and want to add a new suppier right away, you don't need to cose the purchase order to do so. Enter the suppier name in the Order Suppier fied and press Enter, then cick the Edit the suppier record button to the right of the Order Suppier fied. This wi open the Suppier diaog, which you can fi out as expained above. Cick OK to save the record and you wi be returned to your purchase order. Import Suppiers from a CSV Fie You can import a ist of suppiers you have used previousy to save time entering new suppiers into Express Accounts. To import a ist, open the Suppiers ist, cick the Suppier menu and cick Import Suppiers from CSV. Browse to the CSV fie and cick Open. The Match CSV Fieds diaog wi open in Express Accounts. You' need to match up the coumns from the CSV fie with headings in Express Accounts. For more information on how to do this, see the hep topic Match CSV Fieds in the Screen References section of this manua. 28

31 Common Tasks - Quotes You can use Express Accounts to generate saes quotes for your customers, then ater turn the quote into an order, and then an invoice. Create a New Quote From the Saes menu seect New Quote, or cick the Saes tab, and cick the Create new Quote ink in the exporer bar, and the New Quote diaog wi open. Begin fiing out the quote by seecting the customer's name from the Quote Customer drop-down box, and their biing and shipping address wi be fied out for you. If you are creating a quote for a new customer, simpy type their name into the Quote Customer fied, and fi in their address. Enter items or services into the quote by cicking anywhere inside the items ist to create a new item entry. Cick within the Item or Description ce and use the drop-menu to quicky ocate an item by its code or description. For new items, enter the detais into the quote, and the detais wi be added to your items ist for you, and wi be avaiabe the next time you want to create a quote, order, or invoice. Enter the quantity, and the totas wi update automaticay. Save the quote by cicking Record at the bottom of the screen. For more saving options, incuding Record and Print, cick the triange on the right side of the Record button. For more detai about a the fieds on the New Quote diaog, view the New Quote reference in the Screen References section of this manua. View Existing Quotes To view a ist of a quotes, cick the View icon in the toobar and seect Quotes. By defaut, the ist dispays recorded quotes ony. To view a quotes, or just draft quotes, use the drop-menu abeed Dispay Quotes to seect. For more detais about the quotes ist, see the Quotes List topic in the Screen References section of this manua. Turn a Quote into an Order or Invoice When a customer has accepted your bid, you can easiy turn the quote you gave them into an order or an invoice. First, open the Quotes List by seecting Open Quotes List from the Saes menu, or cick the View or convert Quotes ink in the exporer bar of the Saes tab. Seect the quote from the ist, then cick either Order or Invoice from the toobar. This wi open a New Order or New Invoice diaog containing a the detais from the quote. You can edit any information on the order or invoice, then save. 29

32 Once a quote has been converted into an order or invoice, its status in the Quotes List wi change to either Ordered or Invoiced. More information about saes orders can be found in the Saes Orders topic in the Common Tasks section of this manua. More information about invoices can be found in the Invoices topic in the Common Tasks section of this manua. Import Quotes from a CSV Fie You can import a ist of quotes you have recorded from another system to integrate your records into Express Accounts. To import a ist, open the Quotes ist, cick the Quote menu and cick Import Quotes from CSV. Browse to the CSV fie and cick Open. The Match CSV Fieds diaog wi open in Express Accounts. You' need to match up the coumns from the CSV fie with headings in Express Accounts. For more information on how to do this, see the hep topic Match CSV Fieds in the Screen References section of this manua. See aso: Options ~ Quote for information about configuring quote numbering, ogo pacement, and standard text. 30

33 Common Tasks - Saes Orders You can use Express Accounts to generate saes orders for your customers, then ater turn the order into an invoice. Create a New Saes Order From the Saes menu seect New Saes Order, or from the Saes tab cick the Create new Saes Order ink in the exporer bar, and the New Order diaog wi open. Create a saes order from an existing quote - seect the quote number from the Quote Number drop-menu. The detais of the quote wi appear on the saes order form. You can make edits to the information or items, and then save the saes order. Create a new saes order - Begin fiing out the order by seecting the customer's name from the Order Customer drop-down box, and their biing and shipping address wi be fied out for you. If you are creating an order for a new customer, simpy type their name into the Order Customer fied, and fi in their address. Enter items or services into the order by cicking anywhere inside the items ist to create a new item entry. Cick within the Item or Description ce and use the drop-menu to quicky ocate an item by its code or description. For new items, enter the detais into the order, and the detais wi be added to your items ist for you, and wi be avaiabe the next time you want to create a quote, order, or invoice. Enter the quantity, and the totas wi update automaticay. Save the order by cicking Record at the bottom of the screen. For more saving options, incuding Record and Emai, cick the triange on the right side of the Record button. For more detai about a the fieds on the New Order diaog, view the New Order topic in the Screen References section of this manua. Create a Recurring Order Schedue If a saes order needs to be fufied on a reguar basis, Express Accounts aows you to automate part of the process by creating recurring order schedues. To create a recurring order schedue, fi out the order as usua, then seect Save as Recurring from the drop-menu at the bottom. This brings up the Recurring Order Schedue diaog. Fi out when the first order shoud be schedued, how often the order shoud be sent, what action to take to save, print, or send the order, and then cick OK to save the schedue. When a recurring order is due to be sent, a Run Recurring Orders ink wi appear in the ToDo ist in the Exporer bar. Cick this ink to have Express Accounts run a recurring orders that are schedued to go out. You can view a ist of a recurring orders by seecting Recurring Orders from the View menu. From the Recurring Orders ist, you can seect a recurring order and edit the detais of the order, or edit the recurring schedue. 31

34 For more detais about fiing out a recurring order schedue, see the Recurring Order Schedue topic in the Screen References section of this manua. View Existing Saes Orders To view a ist of a saes orders, cick the View icon in the toobar and seect Saes Orders. By defaut, the ist dispays recorded orders ony. To view a orders, or just draft orders, use the drop-menu abeed Dispay Orders to seect. For more detais about the orders ist, see the Orders List topic in the Screen References section of this manua. Turn a Saes Order into an Invoice When a saes order has been fufied, you can easiy turn the saes order into an invoice for biing your customers. First, open the Saes Order List by seecting Open Saes Order List from the Saes menu. Seect the order from the ist, then cick the Invoice icon in the toobar. This wi open a New Invoice diaog containing a the detais from the saes order. You can edit any information on the invoice, then save. Once a saes order has been converted into an invoice, its status in the Orders List wi change to Invoiced. More information about invoices can be found in the Invoices topic in the Common Tasks section of this manua. See aso: Options ~ Saes Order for information about configuring saes order numbering, ogo pacement, and standard text. 32

35 Common Tasks - Invoicing You can use Express Accounts to bi your customers by creating professiona-ooking invoices. Create a New Invoice Cick the Saes menu and seect New Invoice or cick the Invoice icon on the toobar of the Saes tab, and the New Invoice diaog wi open. Create a saes order from an existing quote, order, or draft invoice - From the Use drop-menu in the upper eft, seect either Quote, Order, or Draft Invoice. This wi open a ist of the specified records. Seect the quote, order, or draft invoice, and cick the seect icon in the toobar. The detais of the record wi appear on the invoice form. You can make edits to the information or items, and then save the invoice. Create a new invoice - Begin fiing out the invoice by seecting the customer's name from the Invoice Customer drop-down box, and their biing and shipping address wi be fied out for you. If you are creating an invoice for a new customer, simpy type their name into the Invoice Customer fied, and fi in their address. Enter items or services into the invoice by cicking anywhere inside the items ist to create a new item entry. Cick within the Item or Description ce and use the drop-menu to quicky ocate an item by its code or description. For new items, enter the detais into the invoice, and the detais wi be added to your items ist for you, and wi be avaiabe the next time you want to create a quote, order, or invoice. Enter the quantity, and the totas wi update automaticay. Save the invoice by cicking Record at the bottom of the screen. For more saving options, incuding Record and Print, cick the triange on the right side of the Record button. For more detai about a the fieds on the New Invoice diaog, view the New Invoice topic in the Screen References section of this manua. Create a Recurring Invoice Schedue If an invoice needs to be sent on a reguar basis, Express Accounts aows you to automate part of the process by creating recurring invoice schedues. To create a recurring invoice schedue, fi out the invoice as usua, then seect Save as Recurring from the drop-menu at the bottom. This brings up the Recurring Invoice Schedue diaog. Fi out when the first invoice shoud be schedued, how often the invoice shoud be sent, what action to take to save, print, or send the invoice, and then cick OK to save the schedue. When a recurring invoice is due to be sent, a Run Recurring Invoices ink wi appear in the ToDo ist in the Exporer bar. Cick this ink to have Express Accounts run a recurring invoices that are schedued to go out. You can view a ist of a recurring invoices by seecting Recurring Invoices from the View 33

36 menu. From the Recurring Invoices ist, you can seect a recurring invoice and edit the detais of the invoice, or edit the recurring schedue. For more detais about fiing out a recurring invoice schedue, see the Recurring Invoice Schedue topic in the Screen References section of this manua. View Existing Invoices To view a ist of a invoices, cick the View icon in the toobar and seect Invoices. By defaut, the ist dispays recorded invoices ony. To view a invoices, or just draft invoices, use the drop-menu abeed Dispay Invoices to seect. For more detais about the invoices ist, see the Invoices List topic in the Screen References section of this manua. Unpaid Invoices When the time comes to contact overdue customers, you can use the Unpaid Accounts Report or the Customer List. Unpaid Accounts Report - To access the Unpaid Accounts Report, cick the Reports tab and seect Unpaid Accounts Report from the main window. You can sort the ist by customer or due date to give you a good idea of who is behind on payments. Customer List - To access the customer ist, cick the View icon on the toobar and seect Customers. The customer ist dispays what each customer's baance is, when their eariest due date is, and what their ast invoice number was. Send Automatic Statements You can send automatic monthy statements to customers who are overdue. This is done by cicking Options on the toobar, then going to the Company tab and configuring the Automatic Statements section. Receive Payment for Invoices To appy a payment toward an invoice, from the Saes tab cick the Payment button on the toobar. This opens the payment diaog. Seect a customer from the Customer drop-menu, and their unpaid invoices wi appear in the Invoices section of this diaog. Any amount entered in the Amount fied wi be appied to the invoices in the order they are due. Note that the invoices section is for your reference ony. Express Accounts appies payments toward a customer's account, not to specific invoices. For more detais about the payment diaog, view the Payment topic in the Screen References section of this manua. See aso: 34

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