Published by Reckon Limited

Transcription

1 Invoices Workbook

2

3 Published by Reckon Limited All Rights Reserved Copyright Reckon Limited Copyright No part of these materials may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means, including photocopying without the prior written permission of both the author and Reckon Limited. Disclaimer Because of the possibility of human or mechanical error the material contained within this book is supplied without representation or guarantee of any kind. The publishers and author are not responsible for any errors or omissions or the result from the use of such material. All accounting information used in this book is to help the user understand how the program can be used. It is important to seek the advice of the business accountant to ensure that all tax issues relevant to the business are covered. The information contained within this manual is for demonstration purposes only. You should satisfy yourself of any legal and regulatory requirements and seek your own advice from your professional adviser as to your financial and business needs and obligations before acting on any information provided in this manual. Reckon Limited and its related bodies corporate (to the extent permitted by the law) have no legal liability to you in respect of any of the Reckon products or services. Reckon Limited does not provide legal, taxation, financial or investment advice.

4 Welcome to Reckon Thank you for choosing Reckon. This workbook has been developed to assist you in getting started with your Reckon One book. Feedback If you have any feedback, we would love to hear from you. Please us at with any comments, ideas or suggestions. The Reckon Training team QR Reader Interactive Learning Reckon is introducing interactive learning throughout our manuals utilising the QR reader linking you straight to our how to videos and information. QR Reader is a FREE app you can download for Apple or Android devices. Apple Android - Once downloaded on your device you just need to open it and use the scanner on your screen to capture / scan the Reckon QR codes like the one below. The app will then take you straight to the page / video linked to the code.

5 TABLE OF CONTENTS Welcome to Reckon... 3 QR Reader Interactive Learning... 3 Getting Started New Users... 5 Getting Started Existing Users... 7 Navigate your Book... 8 Set up Roles... 9 Set up Users / Share a book General Settings GST Settings Chart of Accounts Contacts Items Day to Day processing Create an Invoice a customer Invoice Customer Adjustment Note Suppliers Enter a Bill Supplier Adjustment Notes Paying a Bill Delete a Bill Payment Reports Logging Out Support... 51

6 Getting Started New Users Go to the Reckon homepage and click on the LOGIN menu in the far right corner and select One from the drop down menu. This will take you to the Reckon One log in / sign up page. If you are a new user you may not have a Reckon User ID or Username so you will need to create one as part of your profile. At the top of the page you will see New customer? Sign up for free. Click on the blue text to go to the registration page. Go through and complete the fields with the details requested. You must supply a valid address as this will be used to validate your account, receive correspondence related to your file and retrieve lost user ID or passwords. When you reach the Username field this will be what you use to sign in for future sessions. Type in a username you would like, if it is available you will see a green message Username is available. If the name is taken, you will see a Username already exists! message. You will need to try another combination until you find a useable Username. Reckon One Evolution Invoices v1.1 NZ 2015 Page 5 of 51

7 Select a valid password which you will use with the Username to log in for all future sessions of Reckon One. Ensure that you agree to the terms by ticking the terms of use box. You will then be sent a link to the you used while registering to confirm your and details. Click on the link to activate your Reckon One account and get started! Log into Reckon One with your newly created and confirmed Username and Password. Reckon One Evolution Invoices v1.2 NZ 2015 Page 6 of 51

8 Getting Started Existing Users As an existing user you will have a Username and password to log into Reckon One. Enter the Username and password into the appropriate fields. You can tick the Remember me box next to the green Login button. This will mean the next time that you log into Reckon One your Username and password will be prepopulated in the fields and you can just click Login. Remember to always have a separate User ID and password for your laptop log in to add an extra layer of security. Once you have logged in you will go to the landing page where you can view the books, filter to view shared books and create brand new books. ** Note you can only view shared books and access the Demo book when you have completed registration and purchase of Reckon One, fully validating and activating your account. Until this is completed you will only be able to access your Trial book but not the Demo book. ** Reckon One Evolution Invoices v1.2 NZ 2015 Page 7 of 51

9 Navigate your Book When you open your book you are taken to the Dashboard which gives you a snap shot of the business via customizable widgets. The widgets displayed will be dependent on the modules active in the book. You can click and drag the widgets around the screen as well as click on the settings button to customise the graphs and periods displayed. You can also quickly navigate using the Quick Transaction menu. The options displayed will be dependent on the modules that are active within the book. Reckon One Evolution Invoices v1.2 NZ 2015 Page 8 of 51

10 Set up Roles Click on the book from the main page to open it. Click on the Administration menu on the far right and select Users and roles from the drop down menu. Administrator SuperUser Limited Custom The administrator role is a global role to all areas and permissions in Reckon One. The Superuser role is the same as the Administrator role in Reckon One except for the permissions relating to users and roles which are limited. The Limited role is a global read only role in Reckon One. You can create customised roles by clicking Add a role or you can Copy role from an existing role in the list and further customise it. When a book is created you are designated as an Administrator role. From the overview screen (above) you can see how many users are applied to each role. Reckon One Evolution Invoices v1.2 NZ 2015 Page 9 of 51

11 To create a new role click the green Add button. Click on each relevant module / area for the role and then select functions to give access or deselect to remove access. A yellow circle indicates partial or no access. A green circle indicates full access. If Users are already created, assign them to the Role by using the drop down menu and Add button at the bottom of the page. Reckon One Evolution Invoices v1.2 NZ 2015 Page 10 of 51

12 Set up Users / Share a book Click on the Administration menu on the far right and select Roles from the drop down menu. When a book is first created by default you are assigned an Administrator role. To add a new user click on the green Add a user button in the bottom right corner of the screen. Add / search for an existing user by Username or UserID by entering it in the field and clicking on the blue Check username button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 11 of 51

13 Select the role to assign to the user. Once sure of the selection click save and close at the top right of the screen. Once saved the user will have access to the book in Reckon One so ensure the correct role and permissions has been granted Remove access to the book easily by selecting the user from the list and clicking on the Remove button down the bottom left of the screen. This will remove access to the book but they will still exist as an active user within Reckon One and could be added to the book or another at a later stage. Reckon One Evolution Invoices v1.2 NZ 2015 Page 12 of 51

14 To view a shared book that you have been given access to is simple. From the main landing page when you first log in click on the filter drop down menu and select Shared with me to filter and view only your shared books. General Settings Click on the Settings menu and select General Settings. There are three tabs to work through in the General Settings menu at the top left corner of the screen; Book settings, Day to day and Report settings. Click on the Day to Day tab to access and define the Buying and Selling settings for the book. Click on the Selling tab and work through the setting options for; Invoices Reckon One Evolution Invoices v1.2 NZ 2015 Page 13 of 51

15 The selling tab enables the Approval process to be activated / deactivated, where the medium level of the Invoices module has been selected. Set preferences for invoices, customer adjustment notes and invoice payment terms. This includes a Payment details box. Customer Adjustment Notes Invoice Payment Terms can be defined and added to the default Reckon One list. Click on the grey Add button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 14 of 51

16 A red asterisk marks a mandatory field that must be completed. GST Settings Click on the main Settings menu and select Tax Settings from the drop down. There are three tabs to work through from your General Settings menu at the top left corner of your screen; General, GST reporting, Tax codes. The General, GST Reporting, Tax Codes groups settings are all under separate tabs. In the General tab enable / disable tax tracking and other options. Reckon One Evolution Invoices v1.2 NZ 2015 Page 15 of 51

17 In the GST Reporting tab you need to select the correct options. Tax codes and groups contains all active and inactive tax codes within the book. From this screen codes can be added, edited and made inactive or active. Click on a tax code to open the properties and edit. Reckon One Evolution Invoices v1.2 NZ 2015 Page 16 of 51

18 The bottom of the screen gives GST summary and report related information. Chart of Accounts To open / edit the Chart of Accounts click on the Settings menu and then Chart of Accounts from the drop down meu. From the landing screen select which account type to be viewed. Reckon One Evolution Invoices v1.2 NZ 2015 Page 17 of 51

19 Customise the screen view using the Show/hide columns filter to select what coloumns to be displayed on the screen. To add a new account simply click Add button. Accounts can be created as header or sub accounts down to three levels. Fill in the relevant fields and click Save and close. To Edit or Delete an account click on the Account from the Account List. Edit the account details by clicking in the relevant fields or select one of the options View transactions, Delete or View history underneath the Save and close button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 18 of 51

20 Once the changes are completed / the information viewed click on the Save & close button. View the audit trail / history of an account in the book. With the account open click on the View History button. To close the window click the white x. The order of the books accounts can be reorganised to better suit business processing. On any account tab for example Income, click on the green text Reorganise your income accounts. Reckon One Evolution Invoices v1.2 NZ 2015 Page 19 of 51

21 To reposition the account order click on an account and drag it with your mouse up or down the list where you want it to be positioned. When finished click on the green Save button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 20 of 51

22 Contacts A contact in Reckon One is a Customer or Supplier, a contact can also be a customer and supplier within the profile. Click on the Menu tab to go to the main landing page for the book s customers and supplier list. Customers A customer is someone who purchases goods or services from you and pays you for those goods and services. Some examples of customers are patients, donors, members, clients or retail clients. To create a new customer contact ensures you are on the customer tab and click the green Add button. To see more detail press the Show more detail button. This will expand the screen and give a broader range of information to capture for customers and suppliers. Reckon One Evolution Invoices v1.2 NZ 2015 Page 21 of 51

23 To edit a customer click on the customer from the list to open the customer properties. Complete the required changes and click the green Save and close button. Items An Item is a product or a service that the business buys, sells or resells in the course of business. Examples of items could be: products the business sells, shipping costs, discounts the business offers, call out fees, consultation fees. Items can be created as normal or sub items for grouping and reporting purposes. Reckon One Evolution Invoices v1.2 NZ 2015 Page 22 of 51

24 Click on the Day to Day tab and select Items from the drop down list. The Items overview screen can be filtered for Active, Inactive and All Items to be displayed by clicking on the tab. Click on the green Add button to start creating the books items you need for the business. Change the fields using the drop down menus to suit the item options i.e. for items that the business sell not buy, buy not sell or buy and sell. Reckon One Evolution Invoices v1.2 NZ 2015 Page 23 of 51

25 When all Items have been created for the business click the green Save & close button. To edit an Item, click on it from the list to open the item properties window. Make any required changed and save and close. Reckon One Evolution Invoices v1.2 NZ 2015 Page 24 of 51

26 Day to Day processing A customer is someone who purchases goods or services from you and pays you for those goods and services. Some examples of customers are patients, donors, members, clients or retail clients. Click on the DAY TO DAY menu and select Selling from the drop down menu. This will take you to the invoices landing page. You have three tabs across the top of the page; Invoices Customer Adjustment notes Receive Money Create an Invoice Click on green Add button to create an Invoice from the Invoices tab. Complete all required fields then click Save & close to save the invoice as a draft pending approval or click Approve to save and authorise the invoice. Reckon One Evolution Invoices v1.2 NZ 2015 Page 25 of 51

27 When an Invoice is saved as a draft it can be edited and updated up to the point where it is approved. An approved invoice must be reverted back to a draft to enable editing. Make required changes and then Approve the invoice again to enable receipt of payment. The invoice overview screen can be filtered by clicking on the invoice type tabs; All, Draft, Approved, Overdue and Paid. Reckon One Evolution Invoices v1.2 NZ 2015 Page 26 of 51

28 a customer Invoice Within the Selling menu click on the Invoice you wish to to open it. Click on the Send via link at the top of the invoice. Click on the History shortcut at the top of your screen to view the history for your book. Reckon One Evolution Invoices v1.2 NZ 2015 Page 27 of 51

29 You can choose from Processing, Sent and Failed. You can click on a in the list to open and view the and attachments; even resend. Customer Adjustment Note To create an adjustment note for a customer click the Customer adjustment notes tab. Complete the required fields, a red asterisk denotes the mandatory fields. Click on Save & close to save as a draft or click on Approve to save and approve the adjustment note. If Approved is clicked there are two options available, apply immediately or save for future use. Reckon One Evolution Invoices v1.2 NZ 2015 Page 28 of 51

30 If the credit is being applied immediately as a refund complete the Payment date, Bank account, Amount fields and click Save. If the credit is being applied to an open invoice within the book click on the box next to the Apply available transaction text. Choose the invoice and amount to be applied then click the Save button. The adjustment note status will update to Status Closed. Click on the Close button to return to the overview screen. Reckon One Evolution Invoices v1.2 NZ 2015 Page 29 of 51

31 Click on the Invoices tab and you can see the invoice where the adjustment note has been applied reflecting in the total amount and balance remaining columns. To receive a payment against an invoice click on it from the list to open the invoice, only approved invoices can receive payment. Click on the Receive payment button. Click on the View full details button to view additional payment entry fields. Reckon One Evolution Invoices v1.2 NZ 2015 Page 30 of 51

32 When all details and mandatory fields have been completed click the Save button. The invoice status has now been updated to Status: Paid. Click on the green Close button to return to the invoices overview screen. Reckon One Evolution Invoices v1.2 NZ 2015 Page 31 of 51

33 Suppliers A supplier is anyone you pay for goods and services except for employees. Some examples of suppliers are electricity companies, the land lord, telephone company, tax agencies and other businesses that you purchase from. Click on the Day to Day menu tab and select Buying from the drop down list. This will take you to the Buying landing page. You have three tabs you can choose from Bills Supplier adjustment notes Make payment From the Bills tab filter the screen to view the book s bills by All, Unpaid, Overdue and Paid. Customise the columns displayed by clicking Show/hide columns and selecting / deselecting the columns to be displayed. Reckon One Evolution Invoices v1.2 NZ 2015 Page 32 of 51

34 Enter a Bill From the Bills tab filter the screen to view the book s bills by All, Unpaid, Overdue and Paid. To create a new Bill click on the green Add button at the top right of the screen. This will take you to a blank Bill template. A red asterisk marks a mandatory field that must be completed. Click on the Supplier drop down menu which will display the Supplier list from the book. If the bill is for a new supplier, they can be added contacts from this screen. Click on the green Add Supplier text at the bottom of the dropdown list. This will open a Add contact window. Clicking on the Show more details button will expand the Supplier fields that can be completed. Once finished click on the green Save button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 33 of 51

35 The supplier has been added to the Contacts and has been selected for this bill. Complete the remaining fields required. Link this bill to a Project or Item from the respective dropdown lists. Select an Account from the dropdown list, quantity and amount. Add notes to the transaction to make it easy to identify. Reckon One Evolution Invoices v1.2 NZ 2015 Page 34 of 51

36 Once all required information is completed click the green Save & close button to save the bill with and Unpaid Status and return to the bills main overview screen. From the Bills overview screen filtered for All you will now see the bill in the list. Supplier Adjustment Notes Click on the Supplier adjustment notes tab to view supplier adjustment notes for the book. You can filter the screen to show All, Unused and Closed. Reckon One Evolution Invoices v1.2 NZ 2015 Page 35 of 51

37 To create a supplier adjustment note click on the green Add button at the top right of the screen. Select the Supplier from the drop down list. Populate all the required fields ensuring all mandatory fields marked with a red asterisk are completed including notes at the bottom of the screen. Once completed there are two options, the adjustment note can be saved to be applied at a later date by clicking the green Save & close button or the adjustment note can be refunded / applied to a bill immediately by clicking the green Enter refund button. If the adjustment note is a refund complete the Payment date, Bank account, Amount and Reference fields and click the green Save button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 36 of 51

38 If the adjustment note is to be applied to an existing bill tick the box beside the Apply available transactions field text. Select the transaction you want to apply the note to from the dropdown list and the amount. Once complete click the green Save button. At the top of the adjustment note the status has changed to Status Closed as it has been applied / used. Click the green Close button to return to the Bills overview page. The bill will still appear in the list but when viewing the Total amount and Balance remaining columns you can see that the adjustment note has been applied. Reckon One Evolution Invoices v1.2 NZ 2015 Page 37 of 51

39 Click on the Supplier adjustment notes tab and to view the note in the list with a Closed status. Paying a Bill To pay a bill click on the Bills tab and click on the bill to pay from the list to open. Click on the green Make payment button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 38 of 51

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41 Complete all mandatory and required fields, if you want to enter more detail click on the View full details button. This will give you additional fields which can be completed for the payment. Once completed click the green Save button to return to the bill. The bill s status will now show as Status Paid. View an audit trail / history for each transaction in the book. In the open bill click on the View history link. Reckon One Evolution Invoices v1.2 NZ 2015 Page 40 of 51

42 Add additional notes to the entries by clicking the green Add note button. Once finished viewing close the window. Click on Close and the bills overview screen will show the updated status. Reckon One Evolution Invoices v1.2 NZ 2015 Page 41 of 51

43 Delete a Bill Payment Deleting a bill payment in requires two steps, unlinking the payment then deleting it. Click on the Paid tab in the Buying menu and click on the bill to open it. Scroll down the bill until you can see and click on the green already paid amount. Click on the amount and select Unlink. Confirm by clicking Unlink. Reckon One Evolution Invoices v1.2 NZ 2015 Page 42 of 51

44 You will see the bill s status has changed back to Approved or Overdue. Now the payment has been unlinked it can be deleted. Click on the Make Payments tab within the Buying menu. Locate the payment in the list and tick the box beside it. A Delete button will appear in the bottom left corner, click Delete. Reckon One Evolution Invoices v1.2 NZ 2015 Page 43 of 51

45 Confirm deletion by clicking Delete. The payment has now been deleted. Click on the Dashboard tab to go to your Dashboard / widget screen. You will see under the LINKS AND ALERTS widget the unreconciled transaction. You can access the transaction by clicking on the link. Reckon One Evolution Invoices v1.2 NZ 2015 Page 44 of 51

46 Reports Reckon One has a range of reports designed to help analyze and understand a business s financial position. Reports are available by clicking the Reporting tab. Reports can be printed or exported. These reports are available in the Core and Invoice modules, the available reports will change as Modules are activated. Reckon One reports with Core only are grouped into 7 sections; Financial o Profit and Loss, Balance Sheet, Trial Balance, Account Enquiry Tax o GST 101 Summary, GST Code Summary, GST Code Transactions Customers o Aged Debtors, Aged Debtor Transactions, Invoice List, Customer Transactions, Unpaid Invoices Suppliers o Aged Creditors, Aged Creditor Transactions, Bill List, Supplier Transactions, Unpaid Bills Analytics o Aged Creditor Summary, Aged Customer Summary, Top 10 Customers, Top 10 Suppliers, Top 10 Income Accounts, Top 10 Expense Accounts, Budgets Lists o Account List, Bank Account List, Item List, Customer List, Supplier List, GST Code List, Project List Advisor o Payment List, Receipt List, Journal List To run an Aged Debtors report click the Customers tab then the Generate button under the Aged Debtors heading. Reckon One Evolution Invoices v1.2 NZ 2015 Page 45 of 51

47 Select the options from the drop down lists to customise your report. To export click the drop down arrow beside the green Export to PDF button and choose the format. The report will download and you click the drop down arrow and select to open from within the browser or from your Downloads folder. Reckon One Evolution Invoices v1.2 NZ 2015 Page 46 of 51

48 To run a report for example the PROFIT AND LOSS click on the Financial tab and then the green Generate button. Choose the Reporting period and Comparison period if applicable. Scroll down once your options are selected to view the report. Reckon One Evolution Invoices v1.2 NZ 2015 Page 47 of 51

49 To further edit the report click on the green Show more options button. Reckon One Evolution Invoices v1.2 NZ 2015 Page 48 of 51

50 Select the modifications and filters you wish to apply to the report then click Show fewer options to collapse the menu again. Click the green Refresh button to apply the changes to the report. To export click the drop down arrow beside the green Export to PDF button and choose the format. Reckon One Evolution Invoices v1.2 NZ 2015 Page 49 of 51

51 The report will download and click the drop down arrow and select to open from within the browser or from the computer s Downloads folder. Logging Out To log out of Reckon One click on the Administration menu and click on the Log Out option. Reckon One Evolution Invoices v1.2 NZ 2015 Page 50 of 51

52 Support You can access support from within Reckon One by clicking on the Support icon. This will take you to the Contact Us page. Reckon One Evolution Invoices v1.2 NZ 2015 Page 51 of 51