CloudController. Getting Started In the Cloud. The Cloud-Based, Full-Service Accounting Solution. From ORBA, the business advisor you trust

Transcription

1 CloudController The Cloud-Based, Full-Service Accounting Solution From ORBA, the business advisor you trust for all your accounting needs

2 Quick Setup Guide TABLE OF CONTENTS Chapter 1- QuickBooks in the Cloud Page System Requirements 1 Installation and Setup - Remote Desktop Connection Windows 2 Mac 5 Cloud Printing (TSPrint) Installation Windows 9 Mac 13 Program Access Internet Browser 15 ipad app 16 Chapter 2 Accounts Payable/Receivable Processing Program Access Internet Browser 18 ipad/iphone app 19 Bank Account set up 22 Accounts Payable Workflow and Roles 24 Accounts Receivable Workflow and Roles 26

3 Broadband Internet Connection: Chapter 1- QuickBooks in the Cloud System Requirements With at least 3 MBPS download and 512 KBPS upload speeds. You can use the following link to conduct a speed test. If you are not working from a Windows 7 or 8 computers, you will need to update: Windows XP to Service Pack 3 Windows Vista to Service Pack 2 Remote Desktop Protocol 7.1 or latest versions The latest versions of printer drivers Run all recent Microsoft Updates Windows PC: Minimum: Windows XP SP3, Windows Vista SP2 or Windows 7 Remote Desktop Protocol (connection) 7.1 or above 150 MB hard drive space 2 GB RAM 1024 x 768 monitor resolution Recommended: Windows 7 SP1 Remote Desktop Protocol (connection) GB hard drive space 4 GB RAM Dual screen monitors with a combined screen resolution no higher than 4096 x 2048 Mac: Minimum: OS of 10.6 or above You must download and install remote desktop software (no additional charge) 2.8 GHZ Intel Core 2 Duo 4 GB 667 MHZ DDR2 SDRAM 1

4 Installation and Setup - Remote Desktop Connection for Windows 1. Click on Start/Programs/Remote Desktop 2. In the Computer field, type vm-642.cloud9realtime.com 3. Click on Show Options 2

5 4. Type your User name: Cloud9\yourusername 5. Click on Allow me to save credentials 6. Click on Connect 7. A Windows Security screen will appear 8. Enter your password 9. Click OK 3

6 10. A Remote Desktop Connection box will appear 11. You are connected to the Remote Desktop 4

7 Installation and Setup - Remote Desktop Connection for Mac 1. Click on the Apple Application Store (App Store): 2. Once at the App Store use the SEARCH box in the upper right hand corner and search for Microsoft Remote Desktop: 3. Once you find the Microsoft Remote Desktop, click on Free: 4. Click on Install App: 5. If you are not already logged into the App Store it will prompt you for your Apple ID and Password. Once you have entered in this information then click on Sign In. If you do not have an Apple ID you will need to create one. Once you have entered in your Credentials the App will begin to install as shown above. 5

8 6. Once the install is complete you will see the following Screen: 7. Congratulations your Microsoft Remote Desktop is installed! Now you can launch the App by clicking on the Launch Pad Below: 8. Click on Microsoft Remote Desktop 9. Once clicked a new window called Microsoft Remote Desktop will appear: 6

9 10. Click on New and the following Window will appear and enter in the following information as seen: vm-642.cloud9realtime.com Connection name: Cloud9 PC name: vm-642.cloud9realtime.com Gateway: No gateway configured Username: cloud9\yourusername Password: yourpassword 11. Select Session 7

10 12. Click to add a checkmark on the Forward printing devices option 13. Once you have entered in your information into the fields above click on the Red X to close and the following screen will appear: 14. Click on the Start Button and you will be connected to the Remote Desktop Server 8

11 Cloud Printing (TS Print) Installation for Windows 1. Navigate to 2. Under the Client Download portion of the screen, select the appropriate version for your computer 3. Click Download 4. Save the file and Run the program 9

12 5. Select Next 6. Select I accept the agreement 7. Click on Next 8. Click on Next 10

13 9. Click on Install 10. Installation in progress. 11

14 11. Click on Next 12. Click on Finish 13. Choose TSPrint Default to start printing 12

15 Cloud Printing (TS Print) Installation for Mac 1. Navigate to 2. Under the Client Download portion of the screen, select the appropriate version for your computer 3. Click Download and specify location 13

16 4. Double-Click on TSPrintClient.pkg to install the application 5. Once installed, there will be a printer icon running in the Menu Bar 6. Log in as normal into Cloud9. When selecting your printer, select TSPrint Printer. 14

17 Program Access - Connect via Internet Browser 1. Open any Internet Browser (i.e. Firefox, Chrome, Internet Explorer, Safari, etc.) 2. Type in the URL bar 3. Log in to the Cloud Applications Page 4. Type in your user name and password. IMPORTANT: Type cloud9\ before your username. Example: cloud9\username. 15

18 Program Access - Connect via Mo Application for ipad Download C9 Mobile the Cloud 9 Real Time App as follows: Option A - Access application via Cloud 9 website: 1. Open any internet browser from your ipad and navigate to the Cloud 9 Real Time website 2. Select Our Products and scroll down to the bottom of the screen 3. Click on the red icon indicating Available on the App Store as seen below: Option B - Access application directly from the App Store: 1. Click on the App Store icon 2. Within the Search bar, type cloud 9 real time 3. Click on the Free app and Download 16

19 Once downloaded, Click the Log in button to sign into your account: Enter the following information as seen above: Host: vm-642.cloud9realtime.com Username: yourusername Password: yourpassword Turn on settings as shown above to Save Host and Save Username NOTE: The Cloud 9 app is not available for iphone. 17

20 Program Access - Connect via Internet Browser 1. Open any Internet Browser (i.e. Firefox, Chrome, Internet Explorer, Safari, etc.) 2. Type in the URL bar 3. Enter your and Password into the appropriate fields as shown above 4. Click Sign In 5. Click on the Company name listed that you would like to work in 18

21 Program Access - Connect via mobile website for ipad or iphone 1. Open Internet Browser 2. Type into URL bar 3. Click on Login as shown below: 4. Enter address and Password and Click Login NOTE> At this point prior to logging in, you also have the option to save the website login screen to your tablet or phone home screen. This shortcut will allow you to access the login screen directly without having to manually type in the website address. 19

22 To save the mobile optimized website login to your tablet or phone, click on the button shown in the red box above. 5. Select the Add to Home Screen button noted above and Click Add. 6. In the future, select the shortcut from your Home Screen and proceed to login. 20

23 Program Access - Connect via mobile app for ipad or iphone NOTE: This 3 rd party mobile app for managing payables and receivables is currently only available for users who have an administrative role in the program. Download Mobill Lite App for ipad or iphone as follows: 1. Click on the App Store icon 2. Within the Search bar, type cloud 9 real time 3. Click on the Free to Download 21

24 Bank account set up The bank account will need to be set up by an authorized signer or someone who can authorize transactions. The instructions for account set up are listed below. 1. Log in to Accounts Payable/Receivable Processing 2. Hover over the gear icon and Choose Settings Overview 3. Under Your Company, Select Bank accounts 4. Click Set up new bank 5. Check box that verifies you have signing authority or can authorize transactions 6. Check box to agree to Terms of Service Identity verification process: this is an extra security step to confirm identity (name, home address, last 4 digits of social security number) Banking information: Name on account Bank name Routing number Account number 22

25 If your bank supports instant verification, enter your online banking information. If your bank does not support instant verification, a test deposit and withdrawal will be sent for less than $1. Once you see this transaction, log back into Cloud Controller and on your To Do list will be a link to verify bank account. Click the link and enter the amount of the test transaction. 23

26 Workflow for Accounts Payable: Bills are sent to CloudController payables system via fax, and/or direct upload Payables clerk processes the invoices, records the expenses and enters into payables system Payer schedules the bill for payment after consideration of due date and cash constraints NO Need Approval? YES Approver reviews and approves bills NO YES Need more Approvals? Roles for Accounts Payable: Clerk Approver Payer 24

27 Each role is unique and serves a vital function in this process. Multiple individuals can be assigned to each role as needed. The Accounts Payable process can be as simple or as complex as needed to maintain internal controls. Please note: custom roles can be created if more controls are needed. Clerk: From the payables module you can: Receive, enter and manage bills online Go paperless all bills will be stored electronically Keep track of due dates Responsibilities: Upload bills Process documents Enter bills Route bills for approval Correct denied bills Approver: From the payables module you can: Review and approve bills Track and share the approval status of every bill Access the audit trail when needed Responsibilities: Review bills Edit bills Deny bills and add notes Approve bills Payer: 3 levels of payment permissions: Pay approved bills Pay unapproved bills Record payments outside of Cloud Controller Responsibilities: Manage cash flow Pay bills on time Schedule payments Manage vendor payment notifications 25

28 Workflow for Accounts Receivable: Client sends invoice backup data necessary to create invoice Clerk creates invoices and obtains necessary internal approvals Clerk applies payments and credits and sends overdue reminders to customers Clerk sends approved invoices to appropriate parties by or mail Roles for Accounts Receivable: Clerk Approver Each role is unique and serves a vital function in this process. Multiple individuals can be assigned to each role as needed. The Accounts Receivable process can be as simple or as complex as needed to maintain internal controls. Clerk: From the receivables module you can: Create invoices and attach supporting documentation Go paperless customers can access invoices online Receive payment directly into your bank account Send customers due date reminders Responsibilities: Create invoices Manage collections Receive and apply payment and manage cash flow Approver: Responsibilities: Review invoices Edit invoices 26