Getting Started with Invoicing -Business Version

Getting Started with Invoicing
-Business Version
1
Welcome to the Invoicing Module
-Business Version
This document is designed to help you effectively navigate the Invoicing Module – Business version of
WinBooks on Web.
In the Invoicing module of WinBooks on web - Business version, you can:







Manage your customers and items
Access 4 journals: quotation, delivery, invoice, credit note
Create unlimited sales quotations, sales delivery notes, sales invoices, and sales credit notes
Transform sales quotations, delivery notes to invoices; fully transform invoices to credit notes
Customize your documents; customize formats for customers and items
Export all data to Microsoft Excel, CSV, and PDF files
Get statistics reports on items and customers
To receive greater functionality from the Invoicing Module, such as those detailed below, upgrade your
license to Enterprise:








Management of suppliers
Management of tariffs: purchase prices and sales prices
Management of specific prices and discounts by customers and by quantity
Partial transformation from invoices to credit notes
Access to all sales and purchases journals
Third party account groups
Orders management
Stock management: multiple warehouse, batch and serial numbers, permanent inventory
To learn more about other versions of WinBooks on Web and their prices, go to
http://www.winbooks.be/fr/prices
We would love to hear from you! If you have any questions or comments about the Invoicing Module –
Business Version, please contact your reseller.
Thank you for using WinBooks on Web. We hope you will enjoy invoicing with WinBooks on Web and let us
help you run your business more efficiently.
2
Logging in
To log in, you will need your username and password which were emailed to you by WinBooks on Web
1. Check your email to see
your user name and password
2. Go to website
www.winbooksonweb.be
Enter username and password
Then click Login
**Before we start
For security purpose, if your application is inactive for 10 minutes, your work session will be automatically
ended. In this case, just refresh your browser and continue working
You can use shortcut keys to save inputting time. For example, instead of using the mouse to click button
“Save”, you can press Ctrl+Q on the keyboard.
3
Creating your first folder
After clicking “log in”, you will be prompted to create your folder. A folder is understood as a company. In
the Business version of WinBooks on web, you can create only one folder plus the demo folder from the
template.
1. Check this option to create
your first folder
Then click Next
2. Fill in your company
information correctly since this
information will be printed on
invoices
Then click Next
4
3. Select the country’s
legislation applicable to your
company and the length of
general account numbers
4. Select folder currency,
folder language
Folder language: accounting
report language – VAT
language
Check this option if your company
is an NPO. The general accounts
loaded and the internal balance
sheet are different.
Check this option to manage VAT
in your accounting and invoicing
activities
5. Click Next
6. Define fiscal year
You can change fiscal year
name, period begin, and
period end
Then click Next
5
7. Select data that you want
to load from the standard
template into your folder
It is recommended that you
select at least General
Accounts
Then click Next
8. Click Parameters to view
advanced settings for
Invoicing management
When finished, click Next to
go to the next step to create
folder
6
Parameters of Invoicing Management
Suggested parameters of
Invoicing Management
These are 4 journals to create
invoicing documents
You can rename the journals
in your preferences
You can preview the layout to
decide which one to use
Click here to select and upload
your invoice logo
Click Save when finished
9. Check this box and
click Next
7
Click Ok and Finish
Your folder has been created
After the folder is created, you will be led to the Home page of WinBooks on Web
Toolbar: where you can gain
access to all forms
8
Control Panel
Control Panel is where you select the settings and preferences for your folder. On Toolbar, click Settings –
Control Panel to open Control Panel
For the Invoicing module:
We suggest that you visit the
blue-bordered squares to
check the default settings
9
Company Info
Tab General Info
Please note: all this information appears on the standard layout of your invoices
Complete your company
information
Click here to select and upload
your company logo
Enter your bank information
Tab Contacts
Enter contact information
This information will appear on
your invoices
Click Save when finished
10
Format
For the Invoicing module:
Click on blue-bordered tabs to
set up format
Click this drop down arrow to
view and select all format
options
These functions allow you to
create new customers and new
items quickly in the Document
form
Recommended format for
Customers tab
Recommended format for
Journals tab
11
Recommended format for Items
tab
Click Save or press Ctrl + S
when done
Invoicing – Invoicing Options
Recommended settings for tab
Items
These values will be proposed
when you create a new item
Click Save or press Ctrl + S
when done
12
Invoicing – Invoice header and footer
Suggested settings for body
header, body footer, and
invoice footer
See where these texts show on
an invoice in the finished
invoice below
Click Variables to add variables
inside your text
Click Save when done
Here is the finished invoice with the standard layout (based on all the settings done above)
Company logo
Body header
Body footer
Invoice footer
13
Invoicing – Email
Setting up default sending
and receiving email addresses
(can be the same or different
from your email address)
The email sender will receive a
copy by default.
If you want to change this,
just uncheck the box.
You can send copies to other
people.
Setting up Subject and Body
of emails, click Variables to
add more variables on the
Subject line and Body of
email
Click Reload to go back to
the original templates
Click Save when finished
14
Create Item
It is not mandatory to create a new item. You can use function “Propose to create unexisting items” (see
section Format on page 11). However, it is good practice to create new items before creating documents
because it makes management of items easier.
1. On Toolbar click Files –
Items to open Item form
2. Click New (Ctrl +A) to
add new item
3. Fill in information about
the item,
Click Save when finished
15
Navigating in Item form
You can search items by
several criteria. Click the
drop down menu to choose
the criteria.
Click the 2 arrows to go to previous
or next item
Filter allows you to do a Full
text search for an item
You can select which items to
view in the tab List
Inactive: Items no longer in
use
Allocated: Items that have
transactions
Click tab List to view all items
Click tab Transactions to
view the transactions
Click tab Form to edit
information of item
“Duplicate” function copies
information (except Reference) of an
item. This helps you save inputting
time.
Click Delete to
delete an item
Click Export (in tab List
and Transaction) to export
information of item to
Excel/CSV files
16
Create Customer
1. On Toolbar, click Files –
Customers to open
Customer form
2. Click New or press Ctrl + A
to add new customer
This will be the language of
your invoice
You can create categories for
customers and use these
categories to filter customers
3. Fill in your customer’s
information, click Save when
finished
17
Navigating in Customer form
You can search customers
by several criteria. Click the
drop down menu to choose
the criteria.
Click the 2 arrows to go to
previous or next customer
Filter allows you to do a Full
text search for a customer
You can select which
customer to view in tab List
Inactive: Customers have no
current and new transactions
Allocated: Customers that
have transactions
Click tab List to view all
customers
Click tab Transactions to
view the transactions
Click tab Form to edit
information of customer
“Duplicate” function copies
information (except Reference) of a
customer
Click Delete to
delete a customer
Click Export (in tab List
and Transaction) to export
information of customers
to Excel/CSV files
18
Setting up default data for Invoicing module
Please be reminded that when you create folder, you already set up 4 journals: Invoice, Credit Note, Sales
Quotation, and Delivery Code to create documents (step 6 of the Creation Wizard). If you want to change
the settings, go to Panel – Invoicing – Setup default data:
Click Setup default data to
change settings of Invoicing
Change settings according
to your preferences
When finished, click Next
19
Click Install and Finish to
save the changes
Creating documents/invoices
1. On Toolbar, click
Encoding – Documents to
open Document form
2. Click New to add a new
document
20
5. Enter the date and period of
document or let the application
auto-completes
3. Click lookup icon (or type
first letter) to choose journal
to add new invoice
(see Tips below)
4. Enter number of document
or let the application autocompletes
7. Enter reference, payment term,
and currency
(Click “lookup” icon to add more
payment terms and currencies)
6. Click “lookup” icon to
select a customer or to add a
new customer
(see Tips below)
8. Select item
10. Unit price, description and
VAT is automatically filled in
(from the item information)
9. Select quantity and
discount %
Click the “note” icon to
add comments for the
whole document and for
each line of the document
12. Click Save to save
your document
11. Total amounts are
calculated automatically
Note: button New saves
the current invoice and
adds a new invoice at
the same time
Tips for entering document number and document date:


Suggested format for document number: “year01” or “year001” or ‘year0001”. For example, the document
number in the above picture is 2014001. The number after the year depends on how many documents your
company may generate per year
If you want to use today’s date as your document date: On Toolbar, click Settings – Control Panel –
Invoicing – Journals, select a journal, then click tab Form – Options, check box Today’s date
21
Navigating in Document form
Click here to select criteria
to search documents
Click Execute to search documents
Sent: Invoice has been
emailed to your customer
Printed/PDF: Invoice has
been printed as PDF
Match: Invoice/credit note
has been matched to a
payment or credit note in
Accounting module
Status: Document has
been transformed (see
Transformation of
Documents on page 23)
Closed: Document does
not need further
processing: delivery note
was transformed to an
invoice; invoices were sent
to customer
Booked: Invoice/credit
note has been
booked/linked to Sales
journal of Accounting
module
Group Documents:
New: add new document
Modify: edit document
Duplicate: reuse information
of document
Delete: delete document
Cancel: cancel the
modification of data or to
close form
Group Output: Export your document
to PDF file or email your document
Note: Button Email saves and emails
your invoice at the same time
Group Process:
Transform: transform documents
(see Transformation of Documents
on page 23)
Link: click here to see this document
is linked to which documents
Other: click here to unclose/close
documents
Export: export document to
Excel/CSV files
22
Transformation of Documents
In Invoicing module - Business version, documents are linked together to increase your work efficiency.
Instead of going to each journal to create a document, you can work on one document, click the
corresponding transform button to connect your documents together smoothly and efficiently. Please see
example below to see how this works:
On 06/05/2014 Chocolate Company sends a sales quotation to client Macareno for 20 of item 1.
Sales Quotation
On 08/05/2014 Chocolate Company delivers 20 of item 1 to Macareno
On form Sales Quotation,
click Order to transform
the Sales Quotation to a
Delivery Note
23
Click here to select journal
You can transform a Sales
Quotation to a Delivery
Note or an Invoice
depending on your business
transactions
Enter transaction date
Click Execute to transform
Suggested settings for
transformation of documents
Delivery Note 1 for 20 of
item 1 has been created
from the transformation of
Sales Quotation
24
On 10/05/2014 Chocolate Company sends an invoice to Macareno for Delivery Note 1 on 08/05/2014
On Delivery Note form, click
Invoice to transform the
delivery note to an invoice
Note: you can transform
multiple delivery notes to an
invoice
Enter transaction date
Click Execute to transform
This is information of
previous transactions
Invoice 1 for 20 of item 1
has been created from the
transformation of Delivery
Note
25
Invoicing Reports
For the Invoicing module, there are reports for Items (Item list; Statistics by item; Customer specific prices)
and Documents (Journal list; Statistics by third party by item). There are two statistics reports that can
provide you with analytic information about your items and customers: Statistics by item and Statistics by
third party by item
On Toolbar, click Output –
Invoicing – Reports to
open Report form
Select tab Invoicing,
reports Statistics by item
and Statistics by third party
by item
End of document. Thank you for using the Invoicing Module – Business version of WinBooks on web
26