NCH Software
Express Accounts Accounting
Software
This user guide has been created for use with
Express Accounts Accounting Software Version 11.xx
©NCH Software
Technical Support
If you have difficulties using Express Accounts Accounting Software please read the applicable
topic before requesting support. If your problem is not covered in this user guide please view
the up-to-date Express Accounts Accounting Software Online Technical Support at
www.nchsoftware.com/accounting/support.html
.
If that does not solve your problem, you can contact us using the technical support contacts
listed on that page.
Software Suggestions
If you have any suggestions for improvements to Express Accounts Accounting Software, or
suggestions for other related software that you might need, please post it on our Suggestions
page at
www.nch.com.au/suggestions/index.html
.
Many of our software projects have been undertaken after suggestions from users like you.
You get a free upgrade if we follow your suggestion.
Express Accounts Accounting
Software
Contents
NCH Software Suite
.......................................................................................................................
8
Introduction
.....................................................................................................................................
9
Software License Terms
.................................................................................................................
10
Getting Started
Quick Start Wizard
..........................................................................................................................
13
Main Window Reference
................................................................................................................
14
Chart of Accounts
...........................................................................................................................
17
Taxes
..............................................................................................................................................
18
Customization for Your Business
...................................................................................................
19
Register Express Accounts
............................................................................................................
20
Shortcut Keys Reference
................................................................................................................
21
Guide to Bookkeeping
....................................................................................................................
24
Common Tasks
Creating Items and Services
..........................................................................................................
25
Add New Customers
.......................................................................................................................
26
Customer Statements
.....................................................................................................................
28
Add New Suppliers
.........................................................................................................................
29
Quotes
............................................................................................................................................
30
Sales Orders
...................................................................................................................................
31
Invoicing
.........................................................................................................................................
33
Purchase Orders
.............................................................................................................................
35
Accounts Payable
...........................................................................................................................
36
Payments and Purchases
...............................................................................................................
37
Receive Money
...............................................................................................................................
39
Manual Journal Entries and Edits
...................................................................................................
40
Reconcile an Account
.....................................................................................................................
41
Recalculating Customers' Balances
...............................................................................................
43
Payroll
............................................................................................................................................
44
Pulling Reports
...............................................................................................................................
45
Options
...........................................................................................................................................
47
General
CSV Import Wizard: Select CSV for Import
....................................................................................
48
CSV Import Wizard: Match Data Fields
..........................................................................................
49
CSV Import Wizard: CSV Import Results
.......................................................................................
50
Advanced
Application Integration with Inventoria
............................................................................................
51
1
Multiple Businesses
........................................................................................................................
52
Multiple Currencies
.........................................................................................................................
53
Mail Merge
......................................................................................................................................
54
Data Backup
...................................................................................................................................
57
Options
Options ~ Business
.........................................................................................................................
58
Options ~ Accounting
.....................................................................................................................
59
Options ~ Regional
.........................................................................................................................
61
Options ~ Sales Tax
.......................................................................................................................
62
Options ~ Inventory
........................................................................................................................
63
Options ~ Page Layout
...................................................................................................................
64
Options ~ Page Styles
....................................................................................................................
65
Options ~ Invoice
............................................................................................................................
67
Options ~ Quote
.............................................................................................................................
69
Options ~ Sales Order
....................................................................................................................
70
Options ~ Purchase Order
..............................................................................................................
71
Options ~ Credit Note
.....................................................................................................................
72
Options ~ Packing Slip
...................................................................................................................
73
Options ~ Receipt
...........................................................................................................................
74
Options ~ Check
.............................................................................................................................
75
Options ~ Statements
.....................................................................................................................
77
Options ~ Other
..............................................................................................................................
78
Options ~ Payments
.......................................................................................................................
79
Options ~ Web Access
...................................................................................................................
80
Web Access
Introduction to the Web Access Feature
.........................................................................................
81
Setting up Web Accounts
...............................................................................................................
82
Configuring your Internet Connection for Web Access
...................................................................
83
How to Log On to Web Access
......................................................................................................
84
Password Management
..................................................................................................................
85
Web Access Interface Reference
...................................................................................................
86
Setting Up Web Access
..................................................................................................................
88
Web Access Screen References
Select Company Profile
..................................................................................................................
89
Supplier Additional Info
...................................................................................................................
90
Select Invoice Period
......................................................................................................................
91
Recurring Invoice Schedule
............................................................................................................
92
Chart of Accounts List
....................................................................................................................
93
Invoices List
....................................................................................................................................
94
Add/Edit Invoice
..............................................................................................................................
95
Select Quotes Period
......................................................................................................................
97
Quotes List
......................................................................................................................................
98
Add/Edit Quote
...............................................................................................................................
99
Select Orders Period
......................................................................................................................
100
Sales Orders List
............................................................................................................................
101
Add/Edit Sales Order
......................................................................................................................
102
Payments and Purchases
...............................................................................................................
104
2
Select Payments Period
.................................................................................................................
105
Payments List
.................................................................................................................................
106
Apply Payment
................................................................................................................................
107
Charge Payment
.............................................................................................................................
108
Payment Charge Receipt
...............................................................................................................
109
Enter Email Details
.........................................................................................................................
110
Items List
........................................................................................................................................
111
Vehicles List
....................................................................................................................................
112
Vehicles Mileage List
......................................................................................................................
113
Add/Edit Vehicle
.............................................................................................................................
114
Add/Edit Vehicle Mileage
................................................................................................................
115
Add/Edit Item
..................................................................................................................................
116
Customers List
................................................................................................................................
117
Add/Edit Customer
.........................................................................................................................
118
Add/Edit Customer Additional Options
...........................................................................................
119
Add/Edit Customer Credit Card
......................................................................................................
120
Add/Edit Customer Additional Info
.................................................................................................
121
User Account List
............................................................................................................................
122
Select Journal Period
.....................................................................................................................
123
Journal List
.....................................................................................................................................
124
Select Purchase Order Period
........................................................................................................
125
Purchase Orders List
......................................................................................................................
126
New Accounts Payable
...................................................................................................................
127
Select Accounts Payable Period
....................................................................................................
128
Accounts Payable List
....................................................................................................................
129
Bill Payments List
...........................................................................................................................
130
Select Bill Payment List Period
......................................................................................................
131
Check List
.......................................................................................................................................
132
New Account Dialog
.......................................................................................................................
133
Invoice Records Log
.......................................................................................................................
134
Select Credit Notes
.........................................................................................................................
135
Credit Notes List
.............................................................................................................................
136
Add/Edit Credit Note
.......................................................................................................................
137
Budget List
......................................................................................................................................
138
Create Budget
.................................................................................................................................
139
Budget Report
.................................................................................................................................
140
Budget Dialog
.................................................................................................................................
141
Journal Entry Web
..........................................................................................................................
142
Reconcile Account Web
.................................................................................................................
143
Select Account and Bank Statement
..............................................................................................
144
Customer Statement Period Web
...................................................................................................
145
New/Edit Purchase Order
...............................................................................................................
146
Screen References
Refunds List
....................................................................................................................................
147
Web Access Screen References
Recurring Order Schedule
..............................................................................................................
148
Select Customers
...........................................................................................................................
149
Select Customers List Period
.........................................................................................................
150
3
Select Accounts List Period
............................................................................................................
151
Screen References
Budget List
......................................................................................................................................
152
Budget Main
....................................................................................................................................
153
Adjust Row Value
...........................................................................................................................
154
Create Budget
.................................................................................................................................
155
New/Edit Invoice
.............................................................................................................................
156
New/Edit Credit Note
......................................................................................................................
158
New/Edit Sales Order
.....................................................................................................................
159
New/Edit Purchase Order
...............................................................................................................
161
New/Edit Accounts Payable
...........................................................................................................
162
New/Edit Quote
...............................................................................................................................
163
Reconcile Account
..........................................................................................................................
164
Journal Entry
...................................................................................................................................
166
Accounts Payable
...........................................................................................................................
167
Link Purchase Orders
.....................................................................................................................
168
Payments and Purchases
...............................................................................................................
169
Receipts and Deposits
....................................................................................................................
171
Report View
....................................................................................................................................
172
Chart of Accounts List
....................................................................................................................
173
Invoices List
....................................................................................................................................
174
Select Invoice List
...........................................................................................................................
177
Quotes List
......................................................................................................................................
178
Select Quote List
............................................................................................................................
180
Sales Orders List
............................................................................................................................
181
Select Sales Orders List
.................................................................................................................
183
Purchase Orders List
......................................................................................................................
184
Accounts Payable List
....................................................................................................................
185
Select Account Payable List
...........................................................................................................
186
Payments of Accounts Payable
......................................................................................................
187
Customers List
................................................................................................................................
188
Suppliers List
..................................................................................................................................
190
Payments List
.................................................................................................................................
192
Enter New Column Name
...............................................................................................................
194
Refund
............................................................................................................................................
195
Items List
........................................................................................................................................
196
Vehicle List
.....................................................................................................................................
197
Vehicle Mileage List
........................................................................................................................
198
Print Preview
...................................................................................................................................
199
Recurring Invoices List
...................................................................................................................
200
Recurring Orders List
.....................................................................................................................
201
Credit Notes List
.............................................................................................................................
202
Salesperson List
.............................................................................................................................
203
View Journal
...................................................................................................................................
204
View Journal - General Ledger Transactions
.................................................................................
205
Checks List
.....................................................................................................................................
206
New Account Dialog
.......................................................................................................................
207
Find Key String
...............................................................................................................................
208
Enter New Group Name
.................................................................................................................
209
4
Customer Groups List
.....................................................................................................................
210
Non-invoiced Cash Sale
.................................................................................................................
211
Shipping Label
................................................................................................................................
212
Change Customer Group
...............................................................................................................
213
Change Salesperson
......................................................................................................................
214
Browse Transaction File Dialog
......................................................................................................
215
Import Transaction
..........................................................................................................................
216
Apply Discount Quote
.....................................................................................................................
217
Apply Discount Order
.....................................................................................................................
218
Apply Discount Credit Note
............................................................................................................
219
Apply Discount Cash Sale
..............................................................................................................
220
Custom Reports
..............................................................................................................................
221
Add/Edit Field Dialog
......................................................................................................................
223
Authorize Account Settings
............................................................................................................
225
Eway Account Settings
...................................................................................................................
226
Paypal Payflow Pro Account Settings
............................................................................................
227
Paypal Account Settings
.................................................................................................................
228
Account Settings
.............................................................................................................................
229
Back Up Data
..................................................................................................................................
230
Restore Data
...................................................................................................................................
231
Fax Number
....................................................................................................................................
232
Email Address
.................................................................................................................................
233
Fax Settings
....................................................................................................................................
234
User Account
..................................................................................................................................
235
Print Preview
...................................................................................................................................
236
Details for Exporting to EDI
............................................................................................................
237
Apply Discount
................................................................................................................................
238
Text Attributes
.................................................................................................................................
239
Closed-To-Date
..............................................................................................................................
240
Making Tax Digital for VAT
.............................................................................................................
241
Submit VAT Returns
.......................................................................................................................
242
Select Period for VAT Return
.........................................................................................................
243
Payment
.........................................................................................................................................
244
Refunds and Returns
......................................................................................................................
245
Apply Credit Note
............................................................................................................................
246
Enter Payments of Accounts Payable
............................................................................................
247
Vehicle
............................................................................................................................................
248
Vehicle Mileage
..............................................................................................................................
249
Mileage Reports
..............................................................................................................................
250
Account Transfer
............................................................................................................................
251
Recurring Invoice Schedule
............................................................................................................
252
Recurring Order Schedule
..............................................................................................................
253
Statement Period
............................................................................................................................
254
Customer Statements
.....................................................................................................................
255
Multiple Businesses
........................................................................................................................
256
Account Properties
.........................................................................................................................
257
Select Template
..............................................................................................................................
258
Name Template
..............................................................................................................................
259
Select Date
.....................................................................................................................................
260
Select Period for the Report
...........................................................................................................
261
Select Report Value to Sort By
.......................................................................................................
262
5
Select Period with Sort for the Report
............................................................................................
263
Select Period and Customers for the Report
..................................................................................
264
Select Periods for the Report
.........................................................................................................
265
Select Account and Period
.............................................................................................................
266
Select Budget
.................................................................................................................................
267
Report Items per Customer
............................................................................................................
268
Accounts Receivable Aging Report
................................................................................................
269
Report Customer Sales
..................................................................................................................
270
Choose Businesses and Report
.....................................................................................................
271
Select Report
..................................................................................................................................
272
Select Period for the Report
...........................................................................................................
274
New Item
.........................................................................................................................................
275
Pay by Cash
...................................................................................................................................
276
Pay by Credit Card
.........................................................................................................................
277
Pay by Check
..................................................................................................................................
278
Choose Payment Method
...............................................................................................................
279
Save Customer
...............................................................................................................................
280
Email to Many
.................................................................................................................................
281
Select Customer
.............................................................................................................................
282
Run Automatic Statements
.............................................................................................................
283
Salesperson
....................................................................................................................................
284
Tax Rate
.........................................................................................................................................
285
Import Items from Other Business
..................................................................................................
286
Import Customers from Other Business
.........................................................................................
287
Linked Accounts
.............................................................................................................................
288
Edit Accounts
..................................................................................................................................
289
Invoice Records Log
.......................................................................................................................
290
Email Address
.................................................................................................................................
291
Email Address - Payment
...............................................................................................................
292
Email Address - Refund
..................................................................................................................
293
Adjust Row Value
...........................................................................................................................
294
Browse transaction file
...................................................................................................................
295
Edit Account Value
.........................................................................................................................
296
Edit Comparison Expression Value
................................................................................................
297
Edit True/False Value
.....................................................................................................................
298
Edit Rounding Value
.......................................................................................................................
299
Rename Report Form
.....................................................................................................................
300
Column Order
.................................................................................................................................
301
Item ~ Item
......................................................................................................................................
302
Item ~ Inventory
..............................................................................................................................
303
Supplier ~ Supplier
.........................................................................................................................
304
Supplier ~ Info
................................................................................................................................
305
Customer ~ Customer
....................................................................................................................
306
Customer ~ Credit Card
..................................................................................................................
307
Customer ~ Other
...........................................................................................................................
308
Customer ~ Info
..............................................................................................................................
309
Express Accounts Quick Start Wizard ~ Quick Start: Business Details
..........................................
310
Express Accounts Quick Start Wizard ~ Quick Start: Chart of Accounts
........................................
311
Express Accounts Quick Start Wizard ~ Quick Start: Business Type
.............................................
312
Express Accounts Quick Start Wizard ~ Express Accounts Quick Start Wizard
............................
313
Express Accounts Quick Start Wizard ~ Quick Start: Select Your Province
..................................
314
6
Express Accounts Quick Start Wizard ~ Quick Start: Select Your Country
....................................
315
Express Accounts Web Access Wizard ~ Set Up Web Access
.....................................................
316
Express Accounts Web Access Wizard ~ User Account Web Access
...........................................
317
Express Accounts Web Access Wizard ~ Choose Web Access Type
...........................................
318
Express Accounts Create New Budget Wizard ~ Create New Budget
...........................................
319
Other Links
Options ~ Web Routing
http://www.nch.com.au/kb/10233.html
7
NCH Software Suite
This is a useful way to browse all the software available from NCH Software
You can see a set of products by type like Audio, Video and so on and view the product. From
there you can try out the product and it will download and install it for you to trial. If you already
have the product installed then you can click "Run It Now" and the program will be launched for
you.
There is also a list of features for products in the category. Click on a feature, such as "Edit a
Video File", to install a product with that ability.
Search
Search our website for products matching any keywords you type.
See more of our software
Browse our website for more software.
Subscribe to our newsletter
You can subscribe to our newsletter for announcements of new releases and discounts. You
can unsubscribe at any time.
See the latest discounts for purchase
See the latest discounts we are offering for purchasing our products.
8
Introduction
Thank you for installing 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 bills. Express Accounts is designed so that it
will integrate easily into most business practices with functionality that aids accounting and tax
processes.
Express Accounts generates professional-looking reports that can be printed, emailed or faxed
directly from the program. It will keep track of all of your account transactions, allowing you to
reconcile them with your bank account statements. It also generates professional looking
quotes, orders and invoices that can be printed, emailed or faxed directly 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 also supports automatic
statements and recurring billing invoices so you do not need to remember to bill customers.
Express Accounts can be installed and running in less than 60 seconds.
Features
●
Generates professional reports quickly
●
Generates professional quotes, sales orders and invoices quickly
●
Automatically records regular recurring orders/invoices (e.g., monthly invoices)
●
Analyze sales by customer, sales person or item
●
Ability to print reports or send them by email (pdf) or fax
●
No need to learn complex accounting software
●
Number of accounts limited only by your hard drive size which would be 100,000s on a
modern computer
●
Generates comprehensive reports for your accountant
●
Reconcile account transactions with bank account statements
●
Works for both product- and service-based businesses
●
Can run multiple (unlimited) businesses from one install
●
Installs and is ready for printing in less than a minute
●
Designed to be very easy to use for day-to-day operation
System Requirements
●
Windows XP or later, including Windows 11
Optional
●
Internet Connection (for sending reports by email)
●
Printer (for printing reports)
9
Software License Terms
Our goal is for every user to have a successful experience with our software. We offer it to you
on the basis that you accept our End User License Agreement (EULA).
This EULA limits our liability and is governed by an arbitration agreement and venue
agreement. Please read below as these terms affect your rights.
1. The copyrights in this software and any visual or audio work distributed with the software
belong to NCH Software and others listed in the about box. All rights are reserved. Installation
of this software and any software bundled with or installed-on-demand from this software,
including shortcuts and start menu folders, is licensed only in accordance with these terms.
These copyrights do not apply to any creative work made by you, the user.
2. By installing, using or distributing the software you, on your own behalf and on behalf of your
employer or principal, agree to these terms. If you do not agree to any of these terms, you may
not use, copy, transmit, distribute, nor install this software - return it to the place of purchase
within 14 days to receive a full refund.
3. This software, and all accompanying files, data and materials, are distributed "as is" and with
no warranties of any kind, whether express or implied except as required by law. If you intend
to rely on this software for critical purposes you must test it fully prior to using it, install
redundant systems and assume any risk.
4. We will not be liable for any loss arising out of the use of this software including, but not
limited to, any special, incidental or consequential loss. Your entire remedy against us for all
claims is limited to receiving a full 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 failure of
this software might result in a physical injury or loss of life. You may not use this software if you
do not regularly backup your computer, or do not have antivirus and firewall software installed
on the computer, or keep sensitive data unencrypted on your computer. You agree to
indemnify us from any claims relating to such use.
6. You may copy or distribute the installation file of this software in its complete unaltered 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 will be liable to pay the full purchase price for each location where the
unauthorized use occurs.
7. Use of data collected by the software is subject to the NCH Software Privacy Statement
which allows automatic anonymized collection of usage statistics in limited circumstances.
8. Choice of Law. If you reside in the United States, your relationship is with NCH Software,
Inc, a United States company, and this agreement is governed by the laws and courts of
Colorado. If you reside anywhere in the world outside of the United States, your relationship is
with NCH Software Pty Ltd, an Australian company, and this agreement is governed by the
laws and courts of the Australian Capital Territory. Such courts have continuing and exclusive
jurisdiction over any dispute between you and us, regardless of the nature of the dispute.
9. U.S. Customers Only: Arbitration Agreement and Class Action Waiver: PLEASE READ THIS
CAREFULLY. IT MAY AFFECT YOUR RIGHTS.
10
If you reside in the United States, NCH Software and you agree to arbitrate all disputes and
claims between us. This agreement to arbitrate is intended to be broadly interpreted.
References to "NCH" "you," and "us" include our respective subsidiaries, affiliates, agents,
employees, predecessors in interest, successors, and assigns. This arbitration agreement
does not preclude you from bringing issues to the attention of U.S. federal, state, or local
agencies. Such agencies can, if the law allows, seek relief against us on your behalf. This
Agreement evidences a transaction in interstate commerce, and thus the Federal Arbitration
Act governs the interpretation and enforcement of this provision. This arbitration provision shall
survive termination of this Agreement.
A party who intends to seek arbitration must first send to the other, by certified mail, a written
Notice of Dispute ("Notice"). The Notice to NCH should be addressed to:
Legal Department
NCH Software, Inc.
6120 Greenwood Plaza Blvd, Ste 120
Greenwood Village CO, 80111
USA
("Notice Address"). The Notice must (a) describe the nature and basis of the claim or dispute;
and (b) set forth the specific relief sought ("Demand"). If NCH and you do not reach an
agreement to resolve the claim within 30 days after the Notice is received, you or NCH may
commence an arbitration proceeding. The amount of any settlement offer made by NCH or you
shall not be disclosed to the arbitrator.
A. The arbitration will be governed by the Commercial Arbitration Rules and the Supplementary
Procedures for Consumer Related Disputes (collectively, "AAA Rules") of the American
Arbitration Association ("AAA"), as modified by this Agreement, and will be administered by the
AAA. The AAA Rules are available online at adr.org, by calling the AAA at 1-800-778-7879, or
by writing to the Notice Address. The arbitrator is bound by the terms of this Agreement. All
issues are for the arbitrator to decide, including issues relating to the scope and enforceability
of the arbitration provision. Unless NCH and you agree otherwise, any arbitration hearings will
take place in Greenwood Village Colorado. If your claim is for $10,000 or less, we agree that
you may choose whether the arbitration will be conducted solely on the basis of documents
submitted to the arbitrator, through a telephonic hearing, or by an in-person hearing as
established by the AAA Rules. If your claim exceeds $10,000, the right to a hearing will be
determined by the AAA Rules. Regardless of the manner in which the arbitration is conducted,
the arbitrator shall issue a reasoned written decision. NCH will pay all AAA filing,
administration, and arbitrator fees for any arbitration initiated in accordance with the notice
requirements above. If, however, the arbitrator finds that either the substance of your claim or
the relief sought in the Demand is frivolous or brought for an improper purpose then the
payment of all such fees will be governed by the AAA Rules. In such case, you agree to
reimburse NCH for all monies previously disbursed by it that are otherwise your obligation to
pay under the AAA Rules. In addition, if you initiate an arbitration in which you seek more than
$75,000 in damages, the payment of these fees will be governed by the AAA rules.
B. The arbitrator may award declaratory or injunctive relief only in favor of the individual party
seeking relief and only to the extent necessary to provide relief warranted by that party's
individual claim. YOU AND NCH AGREE THAT EACH MAY BRING CLAIMS AGAINST THE
OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR
CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING.
Further, unless both you and NCH agree otherwise, the arbitrator may not consolidate more
than one person's claims, and may not otherwise preside over any form of a representative or
class proceeding. If this specific provision is found to be unenforceable, then the entirety of this
arbitration provision shall be null and void.
11
C. Notwithstanding any provision in this Agreement to the contrary, we agree that if NCH
makes any future change to this arbitration provision (other than a change to the Notice
Address) you may reject any such change by sending us written notice within 30 days of the
change to the Arbitration Notice Address provided above. By rejecting any future change, you
are agreeing that you will arbitrate any dispute between us in accordance with the language of
this provision.
D. To opt out of this Arbitration Agreement and class action waiver send an Opt Out notice to
the Notice Address stating "I am electing to opt out of the Arbitration Agreement and class
action waiver contained in the Legal Terms applicable to my purchase of an NCH product."
Your Opt Out Notice must include the date and proof of purchase. The Opt Out Notice must be
postmarked no later than thirty (30) days after the date of purchase. A separate Opt Out Notice
must be sent for each product purchased.
12
Getting Started - Quick Start Wizard
After Express Accounts installs, and any time you select to
add a new business
to Express
Accounts the Quick Start Wizard will run.
The wizard will guide you through setting up the most basic details of your business including:
●
Business Name - The name of your business. This will appear at the top of your reports
and invoices.
●
Chart of Accounts - You can use the default Chart of Accounts that comes with Express
Accounts, or import your existing Chart of Accounts. You can make changes to your Chart
of Accounts later, if needed. See the
Chart of Accounts
topic in the Getting Started section
of this manual for more information about customizing your Chart of Accounts.
●
Address and Contact - The details you enter here will appear at the top of your reports and
invoices.
13
Getting Started - Main Window Reference
Menus
Accounts - The Accounts menu contains common actions for working with Express
Accounts, such as
Web Access
,
backup and restore data
,
Closed-to-date
, switching
between
multiple business accounts
, importing data from ExpressInvoice,
Import Transactions
and exiting Express Accounts.
Sales - From the Sales menu you can create a
new invoice
,
apply a customer payment
,
and
view a list of invoices
, as well as create
quotes
,
sales orders
and
credit notes
.
Purchases - The Purchases menu contains all actions related to purchasing and payment.
It includes links for creating a
purchase order
,
viewing purchase orders
, entering
accounts payable
,
viewing accounts payable
, and
entering payments for accounts payable
.
Transactions - The Transactions menu allows the user quick access to transaction screens,
including
making payments
and
receiving payments
,
making a manual journal entry
,
reconciling accounts
, and recalculating customers' balances.
Reports - From the Reports menu, the user can select which
report
they want to view.
View - From the View menu, the user can view lists of
customers
,
suppliers
,
invoices
, the
chart of accounts
, and more.
Tools - The Tools menu is where
recurring invoices
,
orders
, and
statements
are run from,
if they are not available in the explorer bar. It's also where the
Options
dialog can be
accessed, and where you can
register Express Accounts
.
Help - The Help menu contains a link to the Express Accounts Help documentation, links for
the Express Accounts webpage, technical support, related programs, and other links you
might find useful.
Toolbar
The toolbar will update depending on which tab is selected. Each tab contains the following
icons on the toolbar:
Journal - Click the Journal icon in the toolbar to open the
journal
, where a list of all the
journal entries you have made is displayed.
Reports - Click the Reports icon in the toolbar to select which
report
you want to view.
View - Click the View icon in the toolbar to view lists of
customers
,
suppliers
,
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, including
Business
information,
Accounting
,
Regional
settings,
Sales Taxes
,
Payments
,
Inventory
settings,
Page Layout
,
Page Styles
,
Invoice
,
Quote
,
Sales Order
,
Purchase Order
,
Credit Note
,
Packing Slip
,
Receipts
,
Checks
,
Statements
,
Web Access
,
and
Other
options.
Buy Online - Click the Buy Online icon to be taken to a webpage where you can purchase
or upgrade Express Accounts.
Suite - The Suite is where you can view and download all NCH Software products.
Help - Click the Help button to open the Express Accounts documentation.
Explorer Bar
The Explorer Bar is found in the left sidebar of Express Accounts. It contains links to the most
common tasks you might use, and contains links relevant to the tab view that is selected.
Clicking the heading of each section will expand or collapse the links in that section, making
this section customizable to your needs.
To-Do
14
- The links you find in the To-Do section of the Explorer Bar will vary depending on how
many times you have used Express Accounts, if you are scheduled to run recurring
payments or invoices, or if Express Accounts thinks it is time to back up your data.
Flow Chart
The flow chart in the main screen of Express Accounts, or the control panel, gives you yet
another quick way to access the most commonly used features in Express Accounts. Each
group and the arrows between the boxes help guide you through common accounting
practices for the different aspects of your business. The boxes shown will be relevant to the tab
view that is selected to provide quick access to the features of the task you are performing.
Tabs
Each tab contains links to the related accounting functions listed for the tab. The toolbar,
explorer bar, and control panel will update each time a new tab is selected.
Accounts Tab
The Accounts tab opens a menu with links for common actions for working with Express
Accounts, such as
Web Access
,
backup and restore data
, switching between
multiple business accounts
, and exiting Express Accounts.
Home Tab
The Home tab contains links to the most common function you'll use in Express Accounts. For
example, look at the Explorer bar, which appears in the left sidebar. For the Home Tab, the
explorer bar contains links to the following:
●
Transactions -
make a payment
,
receive payments
,
view the journal
,
reconcile an account
.
●
Sales -
create an invoice
or
apply a customer's payment
.
●
Purchases -
create a purchase order
,
create new accounts payable
and
pay bills
.
●
Banking -
reconcile an account
.
●
Reports - view the income statement and balance sheet reports. More reports can be found
by clicking the Reports tab.
●
Configuration - set up or edit the
chart of accounts
, and configure other program settings
through the
options link
.
Directly under the explorer bar is a quick-glance at the balances of your accounts, your
business's income and profit.
Sales Tab
The Sales tab contains links to sales-related functions in Express Accounts. For the Sales Tab,
the explorer bar contains links to the following:
●
Simple Sale - quickly record a sale that you have received payment for and that does not
have an invoice.
●
Quotes - create a
new quote
,
sales order
, or convert a quote to a sales order.
●
Invoices - create a
new invoice
,
apply a customer payment
, or view a
list of invoices
.
●
Invoice Items - view and manage a
list of all items
in your inventory.
●
Customers -
add new customers
to the system, or view and manage a
list of all customers
.
●
Sales Reports - view reports related to sales. For a complete list of reports available, click
the Reports tab.
Directly under the explorer bar is a quick-glance at the sales activity of your business from the
last month, and the accounts receivable balance.
Purchases Tab
The Purchases tab contains links to purchasing-related functions in Express Accounts. For the
Purchases Tab, the explorer bar contains links to the following:
●
Enter Payments -
pay bills
for previous accounts payable bills you have entered, or
other payments
.
●
Accounts Payable - enter your upcoming bills as a
new account payable
and view and
manage a
list of all accounts payable
.
15
●
Orders - create a
new purchase order
, which can later be transitioned into an account
payable.
●
Suppliers -
add a new supplier
, or view and manage a
list of all suppliers
.
●
Purchases Reports - view reports related to purchases. To view a list of all reports, click the
Reports tab.
Directly under the explorer bar on this tab is a quick-glance at the expense activity of your
business over this month and the last, as well as any balance in your accounts payable.
Banking Tab
The Banking tab contains links to banking-related functions in Express Accounts. To quickly
reconcile accounts, click one of the links under the Reconcile Bank Accounts heading. Clicking
the link for
Bank Account #1 will open up a Reconcile Account dialog set up to reconcile the
Checking Account, and the link for
Bank Account #2 will be set up to reconcile the Savings
Account, but you can select a different account once the dialog is open, if needed.
Directly under the explorer bar on this tab is a quick-glance at your business's bank accounts.
Reports Tab
The Reports tab displays a list of all reports available within Express Accounts. The area under
the explorer bar displays a quick-glance of your business's net assets and the profit earned
during this month and the last.
16
Getting Started - Chart of Accounts
The Chart of Accounts is a list of all the accounts your organization uses. When a new
business is set up in Express Accounts, the setup wizard asks if you would like to use the
default Chart of Accounts list or create one manually.
Working with the default Chart of Accounts
To view the default Chart of Accounts for your business, click the View icon in the toolbar and
select
Chart of Accounts. This opens the Chart of Accounts window where you can view the
Chart of Accounts; or add, edit, delete, 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, including its account name, number, or opening balance,
select the account, then click
Edit in the toolbar. For more information about the options for the
account properties, see the
Account Properties
topic in the Screen References section of this
manual.
Creating a Chart of Accounts manually
You might want to manually 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 select in the Setup Wizard for each new business, which will load without the Express
Accounts default list of accounts so you can add your own. To begin creating your Chart of
Accounts, click the
View icon in the toolbar and select Chart of Accounts. This opens the
Chart of Accounts window where you can add, edit, delete, or restore accounts.
To create a new account, click the New icon in the toolbar. This brings up the New Account
Dialog. For manually creating a Chart of Accounts, you'll use the
Create New Account
section. Fill out the information for the account, then click 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 manual.
17
Getting Started - Taxes
If you plan on using Express Accounts for creating invoices for customers, you will need to set
up the tax amounts required by your local government. Express Accounts can, in some cases,
detect your location and automatically set up the tax rates in your country or province, but you
will want to check that the rates applied are correct, and make adjustments as necessary.
Express Accounts detects your location based on the locale set in your computer system, so
double check your system settings for the most accurate setup.
To view the tax configuration dialog, click the Options icon in the toolbar, then click the Tax
tab. You can create new tax rates by clicking the
Add button. You can add as many tax values
as you need, and you can designate which tax should be applied to items by default to save
you time creating invoices.
Applying a tax amount to an item occurs in the New Invoice dialog. If you don't have a default
tax amount set, or need to change the tax for an item from the default setting, select the tax
amount from the drop menu for that item. All the tax will be added up at the bottom of the
invoice by Express Accounts.
See also:
●
Options ~ Tax
●
New Invoice
18
Getting Started - Customization for Your Business
Express Accounts gives you some control over how your printed quotes, orders, invoices, and
reports will look. Available options include:
●
Add your company logo to the header of printed quotes, orders, invoices, and reports. See
Options ~ Company
for details.
●
Add your company logo to printed receipts. See
Options ~ Receipts
for details.
●
Customize the headings for certain heading rows on printed quotes, orders, and invoices,
as well as messages to your customers that appear on the footer. See
Options ~ Page Layout
,
Options ~ Invoice Content
,
Options ~ Page Styles
,
Options ~ Quote
, and the
Sales Order
topic in the Screen References section of this
manual for details.
●
Set the prefixes and numbering for your accounting entries, useful if you are transitioning
from a previous system. See
Options ~ Accounting
for details.
●
Regional settings appropriate for your location, such as the currency symbol, printed date
format, decimal and thousands symbol, digits after a decimal point, and paper size. See
Options ~ Regional
for details.
19
Getting Started - Register Express Accounts
Express Accounts requires purchase and registration of a license for each installation. You can
view pricing information via the purchasing link on the Express Accounts home page at
www.nchsoftware. com/accounting/plus.html.
After buying a license you will receive a 'Software Purchase Serial Numbers' email containing
your 12-digit license serial number and instructions on how to use this number to activate the
license.
To activate Express Accounts, select Register Software from the Accounts or Tools menu and
then click the Activate Online link in the 'Step 2: Activate Serial 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 reinstall Express Accounts to activate the software.
Enter the license serial number in the box provided, your personal registration details, and click
the 'Activate Software License' button. The license Registration and Activation Code details
(Name - Location - ID - Key) will be displayed on your browser, and will also be emailed to you.
Enter the Registration and Activation Code details - exactly as provided - into the 'Step 3: Enter
the license details' section of the registration window, and then click the OK button. Note:
When you receive the email containing your registration code you should heed the advice on
that email and print out a copy of it immediately, and keep that hard copy in a safe place.
We also recommend that you retain a copy of the easetup.exe Express Accounts software
installation file for the version you are using. Place this .exe file on a portable medium such as
a CD or USB flash drive, and keep it safe with the printout of your license Registration and
Activation Code.
If your code is not accepted...
1. Check you have entered the Name, Location, ID and Key exactly as they appear on the
email containing the license Registration and Activation Code. In particular, the Key from
the code is comprised of eight lowercase letters only; it contains no numbers or uppercase
letters. The Name and Location fields are case-sensitive.
2. If the Express Accounts license was purchased a while ago, for a previous version, the
license 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 an upgrade license at
www.nch.com.au/ upgrade/index.html.
3. If you have had to re-install Express Accounts (e.g., following a hard drive reformat or
replacement), and your license Registration and Activation Code has worked previously
with the version of Express Accounts that you are using, the code may simply require
resetting. Contact NCH Registration Support using the email form at
www.nch.com.au/support/regcontact.html on the website, and include the full details (Name
- Location - ID - Key) of your code.
20
Getting Started - Shortcut Keys Reference
The following list of keyboard shortcuts will help you navigate through Express Accounts' main
interface quickly.
Universal Shortcuts
The following shortcuts can be used from any screen
Open Web Interface Ctrl+W
Adjust settings and options Ctrl+O
Main Screen
New Invoice Ctrl+N
Open Invoices List Ctrl+I
Apply Customer's Payment List Ctrl+P
Open Customer's List Ctrl+C
Open Items List Ctrl+T
Apply Customer's Payment Ctrl+Y
Open Recurring Invoices List Ctrl+R
Open Sales Orders List Ctrl+S
New Sales Order Ctrl+D
New Quote Ctrl+Q
Open Quotes List Ctrl+U
Chart of Accounts Ctrl+A
Enter Manual Journal Entry Ctrl+J
Reconcile Account Ctrl+E
Open Journal List Ctrl+V
Run Recurring Invoices F5
Run Automatic Statements F6
Open Help Documentation F1
Exit Express Accounts Alt+F4
Reports
Print this report Ctrl+P
Save to PDF Ctrl+S
Send this report by email Ctrl+E
Chart of Accounts
Create Default Ctrl+D
Add Account Ctrl+N
Restore Ctrl+R
Find Account Ctrl+F
Find Next Account F3
Edit Enter
Delete Delete
Close Window Esc
Accounts Payable list
New Payment Ctrl+N
Find Payment Ctrl+F
Find Next Payment F3
Edit Alt+Enter
Delete Delete
Close Window Esc
Payments of Accounts Payable list
New Accounts Payable Ctrl+N
21
Enter Payment Ctrl+Y
Find Accounts Payable Ctrl+F
Find Next Accounts Payable F3
Edit Alt+Enter
Delete Delete
Close Window Esc
Checks List
Email Check Ctrl+E
New Check Ctrl+N
Void Check Delete
Print Check Ctrl+P
Find Check Ctrl+F
Find Next Check F3
Edit Alt+Enter
Close Window Esc
Payments List
New Payment Ctrl+N
Charge Credit Card Ctrl+C
Print Preview Ctrl+Shift+P
Print Receipt Ctrl+P
Email Receipt Ctrl+E
Find Payment Ctrl+F
Find Next Payment F3
Edit Alt+Enter
Delete Delete
Close Window Esc
Refunds List
New Refund Ctrl+N
Charge Credit Card Ctrl+C
Print Preview Ctrl+Shift+P
Print Receipt Ctrl+P
Email Receipt Ctrl+E
Find Refund Ctrl+F
Find Next Refund F3
Edit Alt+Enter
Delete Delete
Close Window Esc
Journal Entry List
Send to Email Ctrl+E
New Entry Ctrl+N
Save as PDF Ctrl+S
Print Entry Ctrl+P
Find Entry Ctrl+F
Find Next Entry F3
Edit Enter
Delete Ctrl+Delete
Close Window Esc
Suppliers List
Add Supplier Ctrl+N
Delete Delete
Edit Alt + Enter
22
Email Supplier Ctrl+E
Call Supplier Ctrl+T
Find Supplier Ctrl+F
Find Next Supplier F3
Close Window Esc
23
Getting Started - Guide to Bookkeeping
For a comprehensive beginners guide to bookkeeping, visit the FastTrack Bookkeeping
website at
www.fastpathbooks.com/
. At the website you'll learn about the following:
●
Bookkeeping – what is it all about?
●
Types of Accounts
●
Tracking Transactions
●
Reports
●
Grouping Journal Entries - books of first entry
●
Sales Tax
●
Depreciation
24
Common Tasks - Creating Items and Services
If your company sells items or services, Express Accounts will keep them in a list so you can
add them to quotes, orders, and invoices quickly. 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. While you are creating
a new invoice, quote, or order, any items you enter that haven't been added to Express
Accounts yet will automatically be added to the Items list once the invoice, quote, or order is
saved or recorded. Each new item entered will include the item number, description, unit value,
and tax.
Note: If you want to keep track of the inventory quantity, you will have to edit the item in the
Items list (see below).
See
New/Edit Invoice
,
New/Edit Quote
, and the
New/Edit Order
topic in the Screen
References section of this manual for details about filling out these forms.
Add Items using the Items List
To open the Items List, click the View icon on the toolbar and select Items. To add a new
item, click the
Add icon in the toolbar. There are two tabs in the Item dialog. On the first tab,
called Item, fill out the item details. If you want to manage inventory stock levels using Express
Accounts, click to the Inventory tab and enter your on hand quantity, ideal quantity, and
warning level quantity. Click
OK to save the new item or service.
To Edit an existing item or service from the Items List, select the item and click the Edit
icon in the toolbar.
See the
Item ~ Item
and
Item ~ Inventory
topics in the Screen References section of this
manual for more information about the Item dialog.
Import Items from a CSV File or Another Express Accounts Business
From a CSV File - You can import a list of items you have used previously to save time
entering new items into Express Accounts. To import a list, open the Items list, click the
Item
menu and click
Import Items from CSV. Browse to the CSV file and open it. The Match CSV
Fields dialog will open in Express Accounts. You'll need to match up the columns from the CSV
file with headings in Express Accounts. For more information on how to do this, see the help
topic
Match CSV Fields
in the Screen References section of this manual.
From Another Express Accounts Business - To import items from another business within
Express Accounts, open the Items list, click the
Item menu and click Import Items from other
Business.
This opens a dialog. Select the business you want to import items from in the top
window and the items will appear in the bottom window. Uncheck any items you do not want to
import. Click the
Import button when you are finished.
25
Common Tasks - Add New Customers
If your company sells items or services to regular customers, Express Accounts will keep them
in a list so you can create quotes, orders, and invoices for your customers quickly. Express
Accounts will also keep customer credit card information on file, and will tell 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 list.
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. While you are
creating a new invoice, quote, or order, if you enter a new customer into the Invoice Customer
field, the customer name will be saved automatically once the invoice, quote, or order is saved
or recorded.
Note that this method only saves the customer name, not their contact information. To add all
information, enter the new customer name into the field, then click the
Edit the customer
record
button to the right of the customer field, and enter the additional information on the
Customer dialog (see below for more details).
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 manual
for details about filling out these forms.
Add Customers through the Customers List
To open the Customer List, click the View icon in the toolbar, then select Customers. To add
a new customer, click the
Add icon in the toolbar. This brings up the Customer dialog, which
has four tabs:
●
Customer tab - Enter the customer's contact details, including their billing address.
●
Credit Card tab - Enter the customer's credit card info for quick payment. Credit card
numbers are displayed 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 quickly see if they are
up-to-date on their account. This tab won't be visible when a new customer is created from
the Customers list the first time only.
Click OK to save the new customer record.
To Edit an existing customer from the Customers List, select the customer and click the Edit
icon in the toolbar.
Import Customers from a CSV File or Another Express Accounts Business
From a CSV File - You can import a list of customer you have used previously in another
program to save time entering new customers into Express Accounts. To import a list, open the
Customer list, click the
Customer menu and click Import Customers from CSV. Browse to
the CSV file and open it. The Match CSV Fields dialog will open in Express Accounts. You'll
need to match up the columns from the CSV file with headings in Express Accounts. For more
details on how to do this, see the help topic
Match CSSV Fields
in the Screen References
section of this manual.
From Another Express Accounts Business - To import customers from another business within
Express Accounts, open the Customer list, click the
Customer menu and click Import
Customers from other Business.
This opens a dialog. Select the business you want to
import customers from in the top window and the customers will appear in the bottom window.
Uncheck any customers you do not want to import. Click the
Import button when you are
finished.
See also:
26
●
Customer List
●
Customer ~ Customer
●
Customer ~ Credit Card
●
Customer ~ Other
●
Customer ~ Info
27
Common Tasks - Customer Statements
Generate a Customer Statement
Express Accounts keeps track of a customer's account balance so you can quickly see their
payment status. A customer's balance is displayed next to their entry on the
Customer List,
which is accessed by clicking the
View icon in the toolbar and selecting Customers. To view,
print, or send a statement from the Customer List, highlight a customer and click the small
triangle next to the
Statement icon and select a method for sending, saving, or preview. Enter
in a time period for the statement, and the statement will be generated.
Send Automatic Statements
You can use Express Accounts to send automatic statements to customers to remind them of
their balances. To do this, click the
Options icon from the toolbar, and click the General tab.
In the
Automatic Statements section, you can select to send automatic statements to every
customer with an outstanding balance 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 clicking the Reports tab and selecting Unpaid
Accounts Report.
The list that appears shows only those customers with outstanding
balances. Clicking the Due Date heading will rearrange the list so you can easily see which
accounts are overdue.
See also:
●
Customer List
28
Common Tasks - Add New Suppliers
If your company purchases items regularly from vendors or suppliers, Express Accounts will
keep them in a list so you can create purchase orders quickly.
To add a new supplier, open the Suppliers List by clicking the View icon in the toolbar, then
select
Suppliers. To add a new supplier, click the Add icon in the toolbar. This brings up the
Supplier dialog. Fill in the supplier's information and click
OK to save the new supplier record.
To Edit an existing supplier from the Suppliers List, select the supplier and click the Edit
icon in the toolbar.
For more details about the Supplier dialog, see the
Supplier ~ Supplier
topic in the Screen
References section of this manual. Also see the
Suppliers List
topic.
Adding Suppliers from a Purchase Order
If you find yourself in the middle of a purchase order and want to add a new supplier right
away, you don't need to close the purchase order to do so. Enter the supplier name in the
Orde
r Supplier
field and press Enter, then click the Edit the supplier record button to the
right of the Order Supplier field. This will open the Supplier dialog, which you can fill out as
explained above. Click
OK to save the record and you will be returned to your purchase order.
Import Suppliers from a CSV File
You can import a list of suppliers you have used previously to save time entering new suppliers
into Express Accounts. To import a list, open the Suppliers list, click the
Supplier menu and
click
Import Suppliers from CSV. Browse to the CSV file and click Open. The Match CSV
Fields dialog will open in Express Accounts. You'll need to match up the columns from the CSV
file with headings in Express Accounts. For more information on how to do this, see the help
topic
Match CSV Fields
in the Screen References section of this manual.
29
Common Tasks - Quotes
You can use Express Accounts to generate sales quotes for your customers, then later turn the
quote into an order, and then an invoice.
Create a New Quote
From the Sales menu select New Quote, or click the Sales tab, and click the Create new
Quote
link in the explorer bar, and the New Quote dialog will open.
Begin filling out the quote by selecting the customer's name from the Quote Customer
drop-down box, and their billing and shipping address will be filled out for you. If you are
creating a quote for a new customer, simply type their name into the
Quote Customer field,
and fill in their address.
Enter items or services into the quote by clicking anywhere inside the items list to create a
new item entry. Click within the
Item or Description cell and use the drop-menu to quickly
locate an item by its code or description. For new items, enter the details into the quote, and
the details will be added to your items list for you, and will be available the next time you
want to create a quote, order, or invoice. Enter the quantity, and the totals will update
automatically.
Save the quote by clicking Record at the bottom of the screen. For more saving options,
including Record and Print, click the triangle on the right side of the Record button.
For more detail about all the fields on the New Quote dialog, view the
New Quote
reference
in the Screen References section of this manual.
View Existing Quotes
To view a list of all quotes, click the View icon in the toolbar and select Quotes. By default,
the list displays recorded quotes only. To view all quotes, or just draft quotes, use the
drop-menu labeled
Display Quotes to select.
For more details about the quotes list, see the
Quotes List
topic in the Screen References
section of this manual.
Turn a Quote into an Order or Invoice
When a customer has accepted your bid, you can easily turn the quote you gave them into
an order or an invoice. First, open the Quotes List by selecting
Open Quotes List from the
or click the View or convert Quotes link in the explorer bar of the Sales tab.
Select the quote from the list, then click either
Order or Invoice from the toolbar. This will
open a New Order or New Invoice dialog containing all the details from the quote. You can
edit any information on the order or invoice, then save.
Once a quote has been converted into an order or invoice, its status in the Quotes List will
change to either Ordered or Invoiced.
More information about sales orders can be found in the
Sales Orders
topic in the Common
Tasks section of this manual. More information about invoices can be found in the
Invoices
topic in the Common Tasks section of this manual.
Import Quotes from a CSV File
You can import a list of quotes you have recorded from another system to integrate your
records into Express Accounts. To import a list, open the Quotes list, click the
Quote menu
and click
Import Quotes from CSV. Browse to the CSV file and click Open. The Match
CSV Fields dialog will open in Express Accounts. You'll need to match up the columns from
the CSV file with headings in Express Accounts. For more information on how to do this,
see the help topic
Match CSV Fields
in the Screen References section of this manual.
See also:
●
Options ~ Quote
for information about configuring quote numbering, logo placement, and
standard text.
30
Common Tasks - Sales Orders
You can use Express Accounts to generate sales orders for your customers, then later turn the
order into an invoice.
Create a New Sales Order
From the Sales menu select New Sales Order, or from the Sales tab click the Create
new Sales Order
link in the explorer bar, and the New Order dialog will open.
Create a sales order from an existing quote - select the quote number from the Quote
Number
drop-menu. The details of the quote will appear on the sales order form. You can
make edits to the information or items, and then save the sales order.
Create a new sales order - Begin filling out the order by selecting the customer's name from
the
Order Customer drop-down box, and their billing and shipping address will be filled out
for you. If you are creating an order for a new customer, simply type their name into the
Ord
er Customer
field, and fill in their address.
Enter items or services into the order by clicking anywhere inside the items list to create a
new item entry. Click within the
Item or Description cell and use the drop-menu to quickly
locate an item by its code or description. For new items, enter the details into the order, and
the details will be added to your items list for you, and will be available the next time you
want to create a quote, order, or invoice. Enter the quantity, and the totals will update
automatically.
Save the order by clicking Record at the bottom of the screen. For more saving options,
including Record and Email, click the triangle on the right side of the Record button.
For more detail about all the fields on the New Order dialog, view the
New Order
topic in
the Screen References section of this manual.
Create a Recurring Order Schedule
If a sales order needs to be fulfilled on a regular basis, Express Accounts allows you to
automate part of the process by creating recurring order schedules.
To create a recurring order schedule, fill out the order as usual, then select Save as
Recurring
from the drop-menu at the bottom. This brings up the
Recurring Order Schedule
dialog. Fill out when the first order should be scheduled, how often the order should be sent,
what action to take to save, print, or send the order, and then click OK to save the schedule.
When a recurring order is due to be sent, a Run Recurring Orders link will appear in the
ToDo list in the Explorer bar. Click this link to have Express Accounts run all recurring
orders that are scheduled to go out.
You can view a list of all recurring orders by selecting Recurring Orders from the View
menu. From the Recurring Orders list, you can select a recurring order and edit the details
of the order, or edit the recurring schedule.
For more details about filling out a recurring order schedule, see the
Recurring Order Schedule
topic in the Screen References section of this manual.
View Existing Sales Orders
To view a list of all sales orders, click the View icon in the toolbar and select Sales Orders.
By default, the list displays recorded orders only. To view all orders, or just draft orders, use
the drop-menu labeled
Display Orders to select.
For more details about the orders list, see the
Orders List
topic in the Screen References
section of this manual.
Turn a Sales Order into an Invoice
When a sales order has been fulfilled, you can easily turn the sales order into an invoice for
billing your customers. First, open the Sales Order List by selecting
Open Sales Order List
from the
Sales menu. Select the order from the list, then click the Invoice
31
icon in the toolbar. This will open a New Invoice dialog containing all the details from the
sales order. You can edit any information on the invoice, then save.
Once a sales order has been converted into an invoice, its status in the Orders List will
change to Invoiced.
More information about invoices can be found in the
Invoices
topic in the Common Tasks
section of this manual.
See also:
●
Options ~ Sales Order
for information about configuring sales order numbering, logo
placement, and standard text.
32
Common Tasks - Invoicing
You can use Express Accounts to bill your customers by creating professional-looking invoices.
Create a New Invoice
Click the Sales menu and select New Invoice or click the Invoice icon on the toolbar of
the
Sales tab, and the New Invoice dialog will open.
Create a sales order from an existing quote, order, or draft invoice - From the Use
drop-menu in the upper left, select either Quote, Order, or Draft Invoice. This will open a list
of the specified records. Select the quote, order, or draft invoice, and click the select icon in
the toolbar. The details of the record will appear on the invoice form. You can make edits to
the information or items, and then save the invoice.
Create a new invoice - Begin filling out the invoice by selecting the customer's name from
the
Invoice Customer drop-down box, and their billing and shipping address will be filled
out for you. If you are creating an invoice for a new customer, simply type their name into
the
Invoice Customer field, and fill in their address.
Enter items or services into the invoice by clicking anywhere inside the items list to create a
new item entry. Click within the
Item or Description cell and use the drop-menu to quickly
locate an item by its code or description. For new items, enter the details into the invoice,
and the details will be added to your items list for you, and will be available the next time
you want to create a quote, order, or invoice. Enter the quantity, and the totals will update
automatically.
Save the invoice by clicking Record at the bottom of the screen. For more saving options,
including Record and Print, click the triangle on the right side of the Record button.
For more detail about all the fields on the New Invoice dialog, view the
New Invoice
topic in
the Screen References section of this manual.
Create a Recurring Invoice Schedule
If an invoice needs to be sent on a regular basis, Express Accounts allows you to automate
part of the process by creating recurring invoice schedules.
To create a recurring invoice schedule, fill out the invoice as usual, then select Save as
Recurring
from the drop-menu at the bottom. This brings up the
Recurring Invoice Schedule
dialog. Fill out when the first invoice should be scheduled, how
often the invoice should be sent, what action to take to save, print, or send the invoice, and
then click OK to save the schedule.
When a recurring invoice is due to be sent, a Run Recurring Invoices link will appear in
the ToDo list in the Explorer bar. Click this link to have Express Accounts run all recurring
invoices that are scheduled to go out.
You can view a list of all recurring invoices by selecting Recurring Invoices from the View
menu. From the Recurring Invoices list, you can select a recurring invoice and edit the
details of the invoice, or edit the recurring schedule.
For more details about filling out a recurring invoice schedule, see the
Recurring Invoice Schedule
topic in the Screen References section of this manual.
View Existing Invoices
To view a list of all invoices, click the View icon in the toolbar and select Invoices. By
default, the list displays recorded invoices only. To view all invoices, or just draft invoices,
use the drop-menu labeled
Display Invoices to select.
For more details about the invoices list, see the
Invoices List
topic in the Screen
References section of this manual.
Unpaid Invoices
When the time comes to contact overdue customers, you can use the Unpaid Accounts Report
or the Customer List.
33
Unpaid Accounts Report- To access the Unpaid Accounts Report, click the Reports tab and
select
Unpaid Accounts Report from the main window. You can sort the list by customer or
due date to give you a good idea of who is behind on payments.
Customer List - To access the customer list, click the View icon on the toolbar and select Cust
omers.
The customer list displays what each customer's balance is, when their earliest
due date is, and what their last invoice number was.
Send Automatic Statements
You can send automatic monthly statements to customers who are overdue. This is done by
clicking
Options on the toolbar, then going to the Company tab and configuring the Automatic
Statements section.
Receive Payment for Invoices
To apply a payment toward an invoice, from the Sales tab click the Payment button on the
toolbar. This opens the payment dialog. Select a customer from the Customer drop-menu, and
their unpaid invoices will appear in the Invoices section of this dialog. Any amount entered in
the Amount field will be applied to the invoices in the order they are due.
Note that the invoices section is for your reference only. Express Accounts applies payments
toward a customer's account, not to specific invoices.
For more details about the payment dialog, view the
Payment
topic in the Screen References
section of this manual.
See also:
●
Options ~ Accounting
for information about configuring invoice numbering,
Options ~ Page Styles
for logo placement, and
Options ~ Invoice Content
for standard text.
34
Common Tasks - Purchase Orders
You can use Express Accounts to generate purchase orders when you need to order from your
suppliers.
Create a New Purchase Order
From the Purchases menu select New Purchase Order or click the Create new
Purchase Order
link from the Purchases tab, and the New Order dialog will open. Begin
filling out the order by selecting the vendor's name from the
Order Supplier drop-down
box, and their billing and shipping address will be filled out for you. If you are creating an
order for a new supplier, simply type their name into the
Order Supplier field, and fill in
their address.
Enter items into the order by clicking anywhere inside the items list to create a new item
entry. Click within the
Item or Description cell and use the drop-menu to quickly locate an
item by its code or description. For new items, enter the details into the order, and the
details will be added to your items list for you, and will be available the next time you want
to create a quote, order, or invoice. Enter the quantity, and the totals will update
automatically.
Save the purchase order by clicking Record at the bottom of the screen. For more saving
options, including Record and Email, click the triangle on the right side of the Record button.
For more detail about all the fields on the New Order dialog, view the
New Order
topic in
the Screen References section of this manual.
View Existing Purchase Orders
To view a list of all purchase orders, click the View icon in the toolbar and select Purchase
Orders.
By default, the list displays recorded purchase orders only. To view all orders, or
just draft orders, use the drop-menu labeled
Display Orders to select.
For more details about the orders list, see the
Purchase Orders List
topic in the Screen
References section of this manual.
See also:
●
Sales Order
for information about configuring sales order numbering, logo placement, and
standard text.
35
Common Tasks - Accounts Payable
You can use Express Accounts to enter a bill you have received for payment at a later date.
Entering Accounts Payable
From the Purchases menu select Enter Accounts Payable or click the Enter new
Accounts Payable
link from the explorer bar of the Purchases tab, and the New Accounts
Payable dialog will open. Begin filling out by selecting the supplier's name from the
Supplier
Enter accounts by clicking anywhere inside the list to create a new entry. Click within the Nu
mber
or Name cell and use the drop-menu to quickly locate an account by its number or
name. Enter the amount, and the totals will update automatically.
Save the accounts payable entry clicking Record at the bottom of the screen.
For more detail about all the fields on the dialog, view the
Enter new Accounts Payable
topic in the Screen References section of this manual.
View Existing Accounts Payable
To view a list of all purchase orders, click the View icon in the toolbar and select Accounts
Payable.
By default, the list displays recorded accounts payable only. To view all , or just
draft, use the drop-menu labeled
Display Orders to select.
For more details about the orders list, see the
Accounts Payable List
topic in the Screen
References section of this manual.
See also:
●
Sales Order
for information about configuring sales order numbering, logo placement, and
standard text.
36
Common Tasks - Payments and Purchases
Use Express Accounts to keep track of the payments and purchases you make. To make a
payment or enter a purchase transaction, click on the
Transactions menu and select Paymen
t Transaction
, or click The Purchases tab and click the Of other payments link in
the explorer bar. This brings up the Payments and Purchases dialog.
Entering a Transaction
Enter the transaction details, including who the payment is to, the amount, a journal memo
(optional), and which account the payment should be allocated from. If your accounts do not
balance, you cannot finalize the transaction in Express Accounts until they do; the status
bar beneath the accounts list at the bottom will notify you if the accounts are out of balance.
- For more information on the details of the Payments and Purchases dialog, see the
Payments and Purchases
topic in the Screen References section of this manual.
- For more information about configuring payment numbering, see the
Options ~ Accounting
You can record the payment as a cash payment, or as a check payment. To specify, click
the triangle next to the
Record button at the bottom of the dialog.
Create and Use Payment Templates
For payments that you make routinely, you can use Express Accounts to set up a template to
save time.
Enter a payment transaction as described above, but before you record the transaction,
click the
Save As Template button in the lower left of the dialog. Enter a name for the
template and click
OK. The template will be available for use next time you enter a payment
or purchase.
To use a template, open the payments and transactions dialog as described above, and
click the
Use Template button in the lower left of the dialog. Select the template you need
to use from the list and click
Load. The payment template will be loaded into the Payments
and Purchases dialog. Make sure the details are as you expect them, then click
Record to
apply the payment.
Also see these topics in the Screen References section:
●
Select Template
●
Name Template
Manual Journal Entries
General payments and purchases should not be made as a manual journal entry, but there are
cases when you might need to account for changes in your accounts using this method. Speak
to your accountant if you are unsure when to manually enter journal entries.
To enter a payment or purchase manually on the journal, begin by opening the Journal by
clicking the
Transaction menu and select Manual Journal Entry to pull up the Journal
Entry dialog. This dialog can also be found from the Journal by clicking the
Add button in
the toolbar.
Select which journal the entry should be applied to, and make a journal memo (optional). In
the Account Allocation area, select an account(s) to debit money from, and account(s) to
credit money to. When the accounts are balanced, click
Record to save the journal entry.
View and Edit Payments
All payment and purchase entries can be viewed from the Journal. To open the journal, click
the Journal icon on the toolbar of any tab, or press Ctrl+V. When the View Journal window
opens, you will see a list of all journal entries, whether payment, receipts, sales, or
purchases, by default. To view all payments, select the Payments tab. To edit a payment,
click to select a payment entry, then click the
Edit
37
button in the toolbar to open the Journal Entry dialog. You can edit the amount and which
accounts the payment was allocated to or from. Click
Record to save any changes.
38
Common Tasks - Receive Money
Use Express Accounts to keep track of the payments and income you receive for your
business.
Enter a Customer Payment
To enter a payment, click the Transactions menu and select Receive a Payment, or you
can simply click the
Payments button in the Sales toolbar. This brings up the Payment
dialog.
Enter the customer making the payment (the customer must first have a customer record to
appear in the list; see the
Customer ~ Customer
topic in the Screen References section of
this manual), the amount paid, the method of payment, include the invoice number
(optional), and allocate which accounts the money should be applied to. When all the details
are filled in correctly and your accounts balance, click the
Record button to apply the
payment.
For more details on the Payment dialog, view the
Payment
topic in the Screen References
section of this manual.
View and Edit Customer Payments
To view all customer payments entered, click the View icon in the toolbar and select Payme
nts.
You will see a list of all payments made. To easily find a payment you are
looking for, you can click the headings of each column to sort by that heading. You can also
designate a time period to limit the number of payments shown in the list, or view payments
by customer only. For more details on all the options in this window, see the
Payments List
topic in the Screen References section of this manual.
To edit a payment, select the payment by clicking it in the list and then click the Edit icon in
the toolbar. Make the necessary edits to the payment, and when the accounts balance, click
to apply the change to the payment.
View Payment Report
The payment report displays all payments entered into Express Accounts for the specified
amount of time. To generate a payment report, click the
Report tab and select Sales
Invoice Payment Report.
Specify the time period the report should cover, and click View.
The report results will appear in the Sales Invoice Payment Report window. You can
preview a .pdf of the report or email, print, fax, or save a copy of the report .pdf using the
icons in the toolbar.
39
Common Tasks - Manual Journal Entries and Edits
The journal is where you view all transactions for all accounts kept in Express Accounts. You
can view the journal by clicking the
Journal icon in the toolbar of any tab to open the View
Journal dialog, or press Ctrl+V.
Make a Manual Journal Entry
General payments, purchases, receipts, and sales should, in general, not be entered manually
into the journal, but there are cases when you might need to account for changes in your
accounts using this method. Speak to your accountant if you are unsure when to make manual
journal entries.
To make a manual journal entry, begin by opening the Journal by clicking the Transaction
menu and select
Manual Journal Entry to pull up the Journal Entry dialog. This dialog can
also be found from the View Journal dialog by clicking the
Add button in the toolbar.
Select which journal the entry should be applied to, and make a journal memo (optional). In
the Account Allocation area, select an account(s) to debit money from, and account(s) to
credit money to. When the accounts are balanced, click
Record to save the journal entry.
Edit a Journal Entry
If an entry on the journal needs correcting, you can click the entry to select it, then click the
button in the toolbar to open the Journal Entry dialog for that entry. Make the
necessary corrections, and when the accounts are in balance, click the
Record button to
apply the changes to the journal.
40
Common Tasks - Reconcile an Account
When the time comes to reconcile your records with your bank statement, Express Accounts
has tools to help make sure all transactions are accounted for. You can reconcile manually, or
upload your electronic bank statement into Express Accounts for faster reconciliation.
Reconcile Account Manually
To begin reconciling an account, gather your bank records, then click the Transactions
menu
and select Reconcile Account to open the Reconcile Account dialog. Select the
account you would like to reconcile from the Account drop-menu, and the account's
unreconciled journal entries will be displayed in the Local Ledger Transactions section.
Select the Bank Statement Date, and enter the balance provided on your bank statement.
As you compare the Local Ledger Transactions list to your bank statement, tick off the
entries that match.
●
If an entry contains an error Double-click the entry, select it in the resulting window and
click
Edit on the toolbar to make changes to the entry. Click Record to apply the
change.
●
In an entry needs to be deleted Double-click the entry, select it in the resulting window
and click
Delete on the toolbar. Confirm the deletion, then close the View Journal
window to return to your reconciliation.
●
If an entry is missing For a missing payment or purchase, click the Add a new
payment transaction
button under the ledger list. For a missing customer receipt or
sale, click the
Add a new receipt transaction button under the ledger list. Enter the
missing details and when the accounts are in balance, click
Record to apply the
payment. The new transaction will appear in your local ledger list and will be checked off
as reconciled.
Once all the entries are checked off and the account shows a $0.00 amount in the Out of
Balance field, click the
Reconcile button at the bottom of the window to record the
statement reconciliation.
For more information on this dialog, view the
Reconcile Account
topic in the Screen
References section of this manual.
Upload Bank Statement
Click the Load a bank statement button under the Bank Statement's list, which should be
empty at this point. Browse to the bank statement file. Express Accounts can only load files
in .csv or .ofx format. Click
Open to load the statement into the Reconcile Account dialog.
Express Accounts will compare your local ledger with the bank statement and will match
transactions for reconciliation to save you time. In your local ledger list (the list on top),
reconciled transactions will be checked off and highlighted in green. Items that remain
unmatched in your local ledger list may contain errors.
Items that appear in the bank statement list (the lower list), but not in your local ledger list
can easily be added. Select the entry from the bank statement list and click the
Add
Transaction
button. The transaction will be added to the local ledger list and will display as
a reconciled entry.
In the bank statement list (the lower list), entries that appear in red are highlighted as
possible recurring transactions. If you select the entry and click
Add Transaction, the entry
will be added to the local ledger list, and will be automatically added to the local ledger list
every time a bank statement containing the entry is loaded to the Reconcile Account dialog.
For more information on this dialog, view the
Reconcile Account
topic in the Screen
References section of this manual.
Recalculate Balances
41
During reconciliation, if you are making changes to journal entries, the changes might not
refresh as they should. If you find your accounts are not balancing, try recalculating the
balances in Express Accounts to see if it helps with your reconciliation. To do this, exit
reconciliation and click the
Transactions menu option in the main window and select Recal
culate Balances.
Express Accounts will run a recalculation automatically, and you
can return to your reconciliation without taking further action.
42
Common Tasks - Recalculating Customers'
Balances
If you want Express Accounts to recalculate customers' balances, perform this task if you think
there is something wrong with the balance.
Recalculate Customers' Balances
If you are making changes to journal entries, the changes might not refresh as they should.
If you find your accounts are not balancing, try recalculating the balances in Express
Accounts to see if it helps. To do this, click the
Transactions menu option in the main
window and select
Recalculate Customers' Balances. Express Accounts will run a
recalculation automatically.
43
Common Tasks - Payroll
We recommend using a payroll service to process your payroll. We have provided a directory
of businesses that offer payroll services. Use any of the companies on that list with Express
Accounts and you will have a full business accounting system. We offer this directory as a free
service to assist our customers finding payroll service providers.
To access this directory visit: http://www.nchsoftware.com/accounting/payroll.html
44
Common Tasks - Pulling Reports
There are a variety of reports you can generate in Express Accounts. To view a complete list of
the reports available, click the
Reports tab. The reports Express Accounts can generate
include:
●
Balance Sheet - view a summary of the business's assets, liabilities and equity from a
specified date.
●
Chart Of Accounts - view a list of all the accounts in the Chart of Accounts, including the
account number and type, and whether entries to the account debit or credit the account.
●
Income Statement - also referred to as a Profit and Loss Statement, or P & L. View a report
of the business's revenue during a specified time period.
●
Income Statement Analysis- a comparison of two Income Statement periods.
●
Account Enquiry - view the transactions on any account and its balance for a specified time
period.
●
Cash Flow Statement - view the cash generated during a specified time period.
●
Trial Balance - view the balances of your credit and debit accounts over a period of time to
check for accounting errors.
●
Unpaid Accounts Report - view a list of all customers with an outstanding balance.
●
Invoices Report - view a list of all invoices created during a specified time period.
●
Quotes Report - view a list of all quotes created during a specified time period.
●
Orders Report - view a list of all sales orders created during a specified time period.
●
Sales Invoice Payment Report - view a list of all invoice payments received during a
specified time period.
●
Salesperson Report - view a list of salespeople, their dollar amount in sales, and the
percentage of total sales they made during a specified time period.
●
Item Sales Report - view a list of all items sold, and the dollar amount the item generated
during a specified time period. The quantities reported in this report may be different to the
inventory report, because the item sales report contains the items sold as reported in
invoices for a specified period of time, where as the inventory report is a current snapshot
of on-hand items quantities available for sale.
●
Items Per Customer Report - select a customer and view the items they have purchased by
quantity.
●
Customers Report - view a list of all customer's balance, their due date, last invoice
number, and the contact number.
●
Customers Sales Report - select from a list of customers showing each customer's total
invoice amount, and the total payment amount.
●
Inventory Report - view a list of all inventory items, their unit value, and the total value of
your on-hand inventory. The quantities reported in this report may be different to the item
sales report, because the item sales report contains the items sold as reported in invoices
for a specified period of time, where as the inventory report is a current snapshot of
on-hand items quantities available for sale.
●
Reconciliation Report - view a list of all accounts, their reconciled amount, during a
specified time period.
●
VAT Report - view the VAT reclaimed, due, amount to be paid and total income and
expenses during a specified time period. (available only if you live in a country that uses
VAT)
●
Accounts Payable Report - view the accounts payable during a specified time period.
●
Payments of Accounts Payable Report - view the payments of accounts payable during a
specified time period.
45
●
Consolidated Reports - select a business and choose to view the balance sheet, income
statement, or cash flow statement for that company.
●
Mileage Reports - select one of three types of mileage reports (generated for a specified
time period): a general summary showing the mileage accrual of all vehicles, a detailed
mileage report showing each trip for a vehicle, and a customer report showing all the
mileage associated with a customer.
●
Accounts Receivable Aging Report - view a report for outstanding balances according to
the amount of time they have been outstanding. Report can be be filtered by customer.
●
Budget Report - select a budget and view the differences between the actual and allocated
amounts.
●
Custom Reports - select this to begin creating customized reports for your business.
Please see the
Custom Reports
help page for more information on how to use this feature.
46
Common Tasks - Options
The program options can be accessed by clicking the Options button on the toolbar. There
are several tabs on the Options dialog that allow you to configure different program options. To
open the Credit Note and Packing Slip dialogs, click their buttons on the Invoice tab. To open
the Order dialog, click its button on the Quote tab.
●
~ Business
●
~ Accounting
●
~ Regional
●
~ Sales Tax
●
~ Payments
●
~ Inventory
●
~ Page Layout
●
~ Page Styles
●
~ Invoice
●
~ Quote
●
~ Sales Order
●
~ Purchase Order
●
~ Credit Note
●
~ Packing Slip
●
~ Receipts
●
~ Checks
●
~ Statements
●
~ Web Access
●
~ Other
47
General - CSV Import Wizard: Select CSV for
Import
Select CSV for Import
CSV Import File
Enter the name of the CSV file containing the import or click the adjacent button to open a file
browsing dialog.
A CSV (Comma-Separated Value) file contains data entries separated by a comma. Many
spreadsheet applications allow the user to save entered data in the CSV format.
48
General - CSV Import Wizard: Match Data Fields
Match Data Fields
This page of the wizard provides a means of associating the headers in your CSV file with the
fields supported by Express Accounts Accounting Software.
To assign a header to a specific field, click on the cell adjacent to the field. A list of unassigned
headers will display, from which you may select the header you wish to assign.
49
General - CSV Import Wizard: CSV Import Results
CSV Import Results
The results page shows how many items were successfully imported, how many rows failed to
produce an import, as well as all relevant errors generated during the import.
50
Advanced - Application Integration with Inventoria
Use this help page to troubleshoot the most common problems when attempting to
synchronize items or quantities with Inventoria.
Unable to connect to [host name] through port [port number].
Express Accounts was unsuccessful in its attempt to connect to the server program. Confirm
that the server program is running and has Web Access enabled. Verify that the host name
entered into Express Accounts is the correct host name or IP address of the computer which is
running the server and that the port number entered into Express Accounts matches the port
number through which the server accepts web connections.
Connection rejected -- LinkSync not enabled by [program name].
The synchronization behavior is not enabled by any business in the server program. Complete
the setup process for Application Synchronization in the Options dialog of the server program.
Connection rejected -- invalid authorization key.
The authorization key entered into this instance of Express Accounts does not match that of
the server. The authorization key is case sensitive and must exactly match the authorization
key entered into the server program.
Quantity change failed -- invalid location name: [location name].
Express Accounts is attempting to update quantities for an item at a location that does not exist
in the server Inventoria program. The location name entered into Express Accounts is not case
sensitive but must otherwise match the name of one location in the server Inventoria.
Quantity change failed -- invalid item name: [item name].
Express Accounts is attempting to update quantities for an item that does not exist in the
server Inventoria program. The most likely cause of this error is that the item was created
locally or deleted from the server Inventoria after the most recent item synchronization.
51
Advanced - Multiple Businesses
Express Accounts will keep accounting records for multiple businesses with a single
installation. To create a new business, click the
Accounts menu and select Multiple
Businesses,
then click Add. The Startup Wizard will run, where you enter the basic details of
the new business.
To toggle between different businesses, click the Accounts menu and select Multiple
Businesses,
highlight the business you want to view and click the Select button. The other
business will be loaded into Express Accounts.
To quickly see which account you are viewing, look at the Title bar in the upper left of the
Express Accounts main window, and the business name will be displayed in brackets.
52
Advanced - Multiple Currencies
Express Accounts handles a business dealing with multiple currencies as a different business
for each currency. For example you could create one "business" called YourCompany - USD
and another YourCompany - Euro. Each could handle sales tax, VAT separately and you can
print reports entirely separately for the US dollar account or the EURO account. Each account
must be set up separately with its own customers, contact details etc.
To add a new currency to the business: from the Accounts menu select Multiple Businesses,
Add. The Startup Wizard will run. It is recommended you name the new business
currency something logical like YourCompany - Australian Dollar. Remember, treat it as an
entirely new business.
Assign appropriate tax rates and currency notation in the Options settings on the Tax and Re
gional
tabs. See the
Options ~ Tax
and
Options ~ Regional
help topics in this manual for
more details.
53
Advanced - Mail Merge
Mail Merge is a powerful tool that is included in most new word processing applications. When
understood and used effectively it can cut down the time taken to do bulk tasks, like sending
letters to customers, exponentially. This section of the help is not just limited to exports from
Invoice either, if you take the time to read and experiment with what's said on this page you
can set up Mail Merge with other applications increasing productivity even more. To make
things easier read the instructions entirely before following them step by step.
Mail Merge is a 6 step process:
1. Create a data file.
2. Connect the file to a document.
3. Write the document you want to bulk send.
4. Insert 'place holders' in the document that correspond to parts of the data file.
5. Select which entries in the data file are to fill the 'place holders'.
6. Merge the data file and the document
If some (or all) of that doesn't make sense now don't worry, everything is detailed step by step
below using Invoice and Microsoft Office Word 2007 and Invoice and Open Office 2.2 Writer as
examples. Just keep in mind as you are reading that any program that advertises a mail merge
feature will need to have ways of doing the above steps, all you have to do is figure out which
buttons to press to do them (and if it's not immediately obvious then you may want to consider
using another program!).
Step 1: Create a data file
The point of this step is to create a file that is able to be 'understood' by whatever program is
doing the merge. Nearly all programs that can mail merge (including Microsoft Word and Open
Office Writer) are able to 'understand' a file type called 'CSV' so when we want to create a data
file from within Invoice, Invoice automatically 'exports' the file as 'CSV'. There are two different
possibilities for CSV files within Invoice:
●
Customer details
●
Reports
In our example we'll export the customer details to a CSV file. Follow similar steps to those
found below to export a Report, just select 'Save as CSV' from the file menu of the report
screen.
1. Go to view then select Customers from the main menu (or you could press Ctrl+C)
2. Select the customers who you wish to export the data from (hold down Ctrl and click to
select multiple customers)
3. Go to Customer in the menu and select Export Data for Mail Merge
4. Navigate to the folder you want the file to be in and type a name for the file, then click
Save. Make sure you remember or write down where you have saved the file as you'll need
to know this later.
5. A box should pop up saying whether the export has been successful or not. Read it and
click OK.
Congratulations! You've just exported the file, which now contains all the following data for the
customers you selected:
●
The customer's name
●
The contact person
●
The contact person's first name
●
The first 4 lines of their address
●
The customer's fax number
●
The sales person who dealt with that customer
Step 2: Connect the file to a document
54
This step connects the data file and the document together ready to be 'merged'. Instructions
on how to do this for Microsoft Office Word 2007 and Open Office 2.2 Writer are below.
Microsoft Office Word 2007
1. Start Word.
2. Click on the tab at the top of window that says 'Mailings'.
3. Click 'Select Recipients' in the Mailing tab, then scroll down and select 'Use Existing List...'
4. Navigate to the folder where you exported the CSV file, select it and click Open.
Open Office 2.2 Writer
1. Start Writer.
2. Go to File then New then select Spreadsheet.
3. In the spreadsheet window open the CSV file.
4. Go to File then Save As, from the drop down box select the dBASE format and click Save.
5. Close the Spreadsheet program.
6. Back in Writer go to File then New then select Database.
7. In the box that pops up select 'Connect to an existing database' then from the drop down
menu select dBASE and click Next.
8. Click on Browse and find the folder where you saved the dBASE file in the Spreadsheet
program. Select it and click OK then click Next.
9. Make sure that 'Yes, register the database for me' is selected and both of the checkboxes
are NOT selected. Click Finish and save this file where you saved the dBASE file.
10. Finally go to View and click 'Data Sources' if your file isn't there then right click on the left
window go to 'Registered databases...' select your file and click ok.
Step 3: Write the document
This is pretty self explanatory. The only difference is that whenever you want to write
something that would be contained in the data file you just connected, leave a space. If you
feel confident, you can combine this step with next one inserting place holders as you go to
save you having to come back later.
Tip: Make sure you put spaces where they are needed around the place holders, they're not
put in for you e.g. Dear < < Customer_Name> > , merges to -> Dear Bob, where as Dear< <
Customer_Name> > , merges to -> DearBob,
Step 4: Insert place holders
This step is to tell the program where to put different parts of the data file. To do this you insert
place holders in the place of where you would normally manually type the data. When you
eventually merge, these place holders will be replaced with data from the data file.
Microsoft Office Word 2007
1. Click the part of the document where you want to insert the place holder.
2. Click 'Insert Merge Field' in the Mailing tab, then scroll down and select the place holder
you want to insert.
Open Office 2.2 Writer
1. Click the plus next to your database in the view data source window.
2. Click the plus next to the Tables icon.
3. Double click on the table that is listed.
4. In the window to the right you should see all the data contained in the file organized into
columns. Click and drag the column names into the document where you want the place
holders.
Step 5: Select parts of the data file
Microsoft Office Word 2007
1. Click 'Edit Recipient List' in the Mailing tab.
2. Check or uncheck the appropriate boxes that correspond to the data you want to insert.
Open Office 2.2 Writer
55
1. Click the 'Mail Merge' button from the data sources toolbar.
2. Go to Step 6, you can click the left and right arrows to preview what the finished document
will look like, if there is a particular part of the file you don't want included then preview it
and check the box 'Exclude this recipient'.
Step 6: Merge
Microsoft Office Word 2007
1. Click 'Finish & Merge' in the Mailing tab, scroll down and select 'Edit Individual
Documents...'
2. Select 'All' and click OK
3. A new document will pop up with all the merging taken care of! Make sure you save, print,
email or do whatever you wanted to do with the document before closing it.
Open Office 2.2 Writer
1. Still in the mail merge wizard having completed Step 6 go to Step 8.
2. This will open the merged document, from here you are presented with several options.
Each is pretty self explanatory.
56
Advanced - Data Backup
It is essential to back up your Express Accounts data often in the event that you lose data.
Express Accounts gives you several options for backing up your data, and makes it easy to
restore your data when you need it.
To back up data, click the Accounts menu and select Back Up Data. Select a method for
backup depending on how you would like to access the data later on.
Restore Backup Data
To restore data, click the Accounts tab and select Restore Data.
Restore scheduled backup: Can be set to restore backup data from a particular date.
Scheduled to run at the same time every day.
Restore manual backup: To restore data manually, browse to the location of your backup file.
Confirm you want to restore by clicking OK.
See also:
●
Backup Data
in the Screen References section
57
Options - Options ~ Business
The Business section is where you enter details about your business or company that appear
on invoices, quotes, orders, reports and other documents. To open the Business section, click
the
Options icon on the toolbar and select the Business item on the left (selected by default).
Business Type
Select the radio button which best describes your business. This only affects the headings on
invoices, these headings can be changed later either by choosing the business type in the
Busi
ness
section in Options or by changing the text for the individual headings under Invoice
Text
in the Invoice section in Options.
Business Name
Enter the official name of the business (e.g., Acme Corporation, Inc).
Registered Number
In many countries, each business has an official number which must be displayed on the
invoice. Please enter it here.
Address
Enter the address of your business as you want it to be printed on the invoice.
Contact Details
Enter the contact details you want on the invoice. For example, phone, fax and email address.
Logo Image File
To add your logo to invoices, statements and other reports, you can select the file path to a
jpg/bmp/gif/png image.
Configure Multiple Businesses...
Express Accounts can keep accounting records for multiple businesses with a single
installation. Click this button to add, select or edit businesses. This feature can also be used to
support multiple currencies by allowing a new business to handle a new currency type.
58
Options - Options ~ Accounting
Fiscal Year End
This is the end of the financial year for the company for accounting and taxation reasons.
Prohibit transactions being entered beyond 1 year in the future
Check this box to prohibit transactions being entered beyond 1 year in the future.
Include $0.00 balances in reports
Tick this option to include $0.00 balances in reports.
Negative Amounts
Use parentheses '(' and ')'
Tick this option to use parentheses '(' and ')' to designate negative amounts in reports.
Use minus '-' as the prefix
Tick this option to use minus '-' sign as the prefix to designate negative amounts in reports.
Numbering
This list is used to define the prefix and item number for various entries to uniquely identify
them. Note that the prefixes are optional.
Invoices
The current Invoice prefix and Invoice number are displayed. You can change either to suit
your needs. The number will increment by one each time an invoice is entered.
Quotes
The current Quote prefix and Quote number are displayed. You can change either to suit
your needs. The number will increment by one each time a quote is entered.
Sales Orders
The current Sales Order prefix and Sales Order number are displayed. You can change
either to suit your needs. The number will increment by one each time a sales order is
entered.
Purchase Orders
The current Purchase Order prefix and Purchase Order number are displayed. You can
change either to suit your needs. The number will increment by one each time a purchase
order is entered.
Credit Notes
The current Credit Notes prefix and Credit Notes number are displayed. You can change
either to suit your needs. The number will increment by one each time a credit note is
entered.
Receipts
The current Receipt prefix and Receipt number are displayed. You can change either to suit
your needs. The number will increment by one each time a receipt is created.
Checks
The current Check prefix and Check number are displayed. You can change either to suit
your needs. The number will increment by one each time a check is entered.
Payments made
The current Payments made prefix and Payment Number are displayed. You can change
either to suit your needs. The number will increment by one each time a payment is entered.
Payments received
The current Payments received prefix and Payments received Number are displayed. You
can change either to suit your needs. The number will increment by one each time a
payment is created.
Sales
The current Sales prefix and Reference Number are displayed. You can change either to
suit your needs. The number will increment by one each time a sale is entered.
59
Purchases
The current Purchases prefix and Receipt Number are displayed. You can change either to
suit your needs. The number will increment by one each time a purchase is entered.
Journals
The current Journal prefix and Journal Number are displayed. You can change either to suit
your needs. The number will increment by one each time a general journal entry is made.
Chart of Accounts
Edit Chart of Accounts...
Click this button to manage your chart of accounts, and edit the various properties.
Link Default Accounts...
Click this button to link default accounts to various types of transaction entries.
60
Options - Options ~ Regional
The Regional tab of the Options dialog is where settings specific to your region are set. Some
default settings are set automatically according to the location entered for the business in the
startup wizard. To open the Regional tab, click the
Options icon on the toolbar and click the R
egional
tab.
Country
This is the country of your business.
Currency Symbol
This is the symbol used for money in your country, such as $.
Currency Name
This is the name used for money in your country. For example, Dollars or Pounds.
Currency subunit
This is the name used for the money subunit in your country. For example, Cents or Pence.
Currency Order
Use this option to select if the currency symbol is before the number (e.g., $10.00) or after the
number (e.g., 10.00$).
Currency Digits
Use this option to set the number of digits after the decimal point. It can be set to zero, one,
two or three.
Decimal Symbol
This is the symbol used for the decimal point; usually a dot everywhere but in Europe, where a
comma is used.
Thousands Symbol
This is the symbol used to separate thousands; usually a comma.
Printed Date Format
This is the date format used for printing or pdf generation.
61
Options - Options ~ Sales Tax
The Sales Tax page of the Options dialog is used to configure any sales tax, GST or VAT rates
that are applied to items. Some default taxes are set automatically according to the location
entered for the business in the startup wizard. To open the Sales Tax page, click the
Options
icon on the toolbar and click the
Sales Tax link.
Tax Rates
Add
Click the Add button to add a new tax rate to the list. This action will open the Tax Rate dialog
where you will enter information about the new tax rate.
Edit
Click the Edit button to edit the details of the tax rate selected in the list.
Delete
Click the Delete button to delete the tax rate selected in the list.
Reset Tax Rates
Click the Reset Tax Rates button to reset all the the tax rates in your list.
Items have this tax rate by default
Any new item will have this rate selected by default.
Item prices are tax inclusive (presumed to already include tax)
If this is ticked, all items subject to tax will be priced and displayed as being tax inclusive.
By default new customers are tax exempt
If ticked, any new customer will be marked as tax exempt (so no sales tax will be applied). Use
this if you mainly export.
Display combined tax rates separately
When this option is enabled, Express Accounts will display the sub tax rates separately instead
of the combined tax name.
Show sales tax rate as column on invoice
Select this option if you would like to display the sales tax in percentage and/or name in the
item rows.
Show sales tax rate percent (e.g., 8.90 %)
Select this option if you would like to display the sales tax in percentage in the item rows.
Show sales tax name (e.g., GST)
Select this option if you would like to display the sales tax name in the item rows.
Show sales tax amount as a column on invoice (e.g., $9.56)
Select this option if you would like to display the sales tax amount in the item rows.
Track sales tax paid
When this option is enabled, Express Accounts will allow tracking of any taxes you pay for
when entering purchases from suppliers. This option is primarily used in countries where input
tax credits can be reclaimed.
VAT Reporting period (available for users in the United Kingdom only)
Use this option to set your VAT Reporting period. Currently supported are monthly reporting
and quarterly reporting.
I report my VAT monthly
Select this option if your business reports VAT monthly.
I report my VAT quarterly
Select this option if your business reports VAT quarterly.
Start months of VAT period
Select the starting months of your quarterly VAT reporting periods.
62
Options - Options ~ Inventory
If you use NCH Software's inventory program, Inventoria, you can synchronize data about
stock quantities between Inventoria and Express Invoice.
Show warning for items that aren't in stock
Check this box to show a warning during Invoice/Sales Order creation if invoiced/ordered items
aren't in stock.
Inventoria Synchronization Settings
Allow Express Accounts to synchronize with Inventoria
Check this option to permit Express Accounts to connect remotely with Inventoria for
downloading current item data and uploading quantity changes.
Access Authentication Code (match it to server program):
Enter the code that Express Accounts will use to connect to a server Inventoria program.
IP Address of server program (not including 'http://'):
Enter the address or IP of the server program to which Express Accounts should connect.
Port number used by server program:
Enter the port number used by the server program to accept web connections. Inventoria
has a default port number of 1097.
Location name for this business profile:
Select or enter the name of the location in the server Inventoria which corresponds to the
current business profile in Express Accounts.
Retrieve Locations
Use this button to request a list of locations existing in the server Inventoria.
Update Now
Use this button to immediately perform an item synchronization using the current settings.
Note this will import all items from the server Inventoria, but it will only update the quantities
from items at the selected location.
63
Options - Options ~ Page Layout
The Page Layout page of the Options dialog is used to specify how your printed pages will be
laid out, including paper size, margins, and if you want to set the placement of the Bill-to and
Ship-to addresses for windowed envelopes.
Paper Size
Select the paper size you will be printing your invoices, reports and statements on from the
drop menu. It is also the paper size used for pdf generation.
Logo Height
The logo height field determines the size of your logo when it is printed. The logo will be
enlarged or reduced according to the height entered while still maintaining the correct aspect
ratio.
Please be aware that overly large logos may be overprinted with the header text.
Margins
Set the margins for all reports, invoices, orders and quotes here by entering new margins for
the top/bottom and the sides.
Windowed Envelopes
This section of the layout page allows you to customize the positioning of the Bill-to and
Ship-to addresses, and the company info block, to align with windowed envelopes.
Enable Address Positioning
When this option is checked, the billing and shipping addresses will be offset to the default
settings shown in the boxes below.
Please note that enabling this feature may create conflicts
with the positioning of other elements on your invoice. Check the Page Styles page and
preview your template or page styles to make sure no overlap occurs between different text
elements.
Bill-to and Ship-to Address Offset
When the Enable Address Positioning option is enabled, you can adjust the position of the
Bill-to and Ship-to address. Enter values for how far the address should be from the top and
left edges of the envelope when the invoice is folded.
Enable Company Info Positioning
When this option is checked, the company info block will be offset to the default settings shown
in the boxes below.
Please note that enabling this feature may create conflicts with the
positioning of other elements on your invoice. Check the Page Styles page and preview your
template or page styles to make sure no overlap occurs between different text elements.
Company Info Address Offset
When the Enable Company Info Positioning option is enabled, you can adjust the position of
the company info block. Enter values for how far the company info should be from the top and
left edges of the envelope when the invoice is folded.
64
Options - Options ~ Page Styles
The Page Styles page of the Options dialog is where you can create or select a page style that
suits your business. Use this page to add decorative elements such as borders, lines and color
to your invoice, as well as adjust the font settings and move text elements around the page to
create the invoice look you need.
Select a Template
Select a Template from the template thumbnails to set the pre-styled decorative elements.
Express Accounts provides the following page style options:
●
Default This is a simple black and white template without extra design elements.
●
Custom Select this option to create your own page style from scratch. When you select
this option, the last saved custom invoice options you set will appear in the settings.
●
Pre-styled List The list of pre-styled invoices, including Blue Trim, Blue Velvet, Citrus
Splash, etc., allow you to select an invoice that is already configured with a colorful,
professional look. It is possible to customize a pre-styled invoice by selecting the template
from the list, then making any necessary changes to the settings.
Preview Template
Click the Preview Template button to save your current settings and view your template. Any
change you make to the page style can be viewed by clicking this button.
Customize Template
Borders
The borders section allows you to place a border around your entire invoice, or to add lines to
distinguish the upper and lower sections of your invoice.
None This option does not create a border.
Border The options here allow you to apply borders with thick or thin lines, single or double,
in either of the colors you selected in the above Colors section.
Header and Footer The Header and Footer options allow you to style the top and bottom
of your invoice separately if you do not what a border around the entire invoice. The
selections for Header and Footer allow you to apply thick or thin lines, single or double, in
either of the colors you selected in the above Colors section.
Header style appears above all text
Check this option if you want the lines in the header to appear above any text on the top line
of the invoice. When it is unchecked, the top line will be in line with the top text of the
invoice, which gives another design option.
Text
The text attributes section is where you can specify how you want text to appear on the
invoice. The attributes that you can change include the font, font size, font style, color, and
alignment. See the topic for
Text Attributes
in this manual for more information on each text
option.
Use global text attributes
Select this option if you want to apply the same text style to the entire invoice.
Set styles for each text section
Select this option to apply different text options to individual text sections. The sections are:
●
Invoice Title - This is the Invoice title that appears at the top of the invoice, if you select to
show the title.
●
Company Name - Adjusting the attributes for the company name affects only how your
company name appears, not the company address and contact information, which is part of
the "All Other Text" section below.
65
●
Heading Text - This adjusts heading text such as the Bill to and Ship to labels, and the
column headings in the items table.
●
All Other Text - This adjusts the text in the invoice details, company address and contact
information, and billing and shipping addresses.
Accents
The text block accents section is where you can add a border, color block, or lines around
specific areas of text on your invoice.
Use global text block accents
Selecting this option will apply the same text accents to each text section on the invoice.
Set accents for each text block
Select this option to apply different accents to individual text blocks. The sections are:
●
Invoice Title - This is the Invoice title that appears at the top of the invoice.
●
Invoice Details - This is the block of text that describes the due date, salesperson, invoice
number, etc.,
●
Company Info - This text block includes the Company heading, address and contact
details. Check the
Link Company Logo to this text block option to ensure your company
logo always appears to the left of this text block.
●
Bill To and Ship To - the billing and shipping addresses.
●
Item Table Heading - this is the heading of each column on the items table.
●
Remittance Slip - refers to the remittance slip at the bottom of the invoice, when this option
is turned on from the
Options ~ Invoice Content
page.
Positioning
The header block positioning section allows you to place blocks of text in specific areas around
the top of the invoice print-outs. You see a grid structure of pull-down menus on the screen,
which visually represents the rough placement of the selected block of text. For example, to
make your company information appear in the upper right corner, you would select
Company
Info
from the top right drop menu.
Colors
Color #1 and Color #2
Click one of the color buttons to change the color scheme for the invoice. Many of the style
settings refer to the colors selected here.
When the Color dialog opens, select from one of the basic colors, or for more advanced
options, click the
Define Custom Colors button. In the expanded area, you can either select
from an expansive color palette, or enter an RGB code. When you have chosen your custom
color, click the
Add to Custom Colors button and click OK to apply the color selection to the
invoice.
Items List
Shade every other line on the item list
Check this box if you would like every other line in the invoice list to be shaded, providing for
increased readability when mulitple items are present in the list.
66
Options - Options ~ Invoice
The Invoice Content page of the Options dialog is where you specify the content that appears
on your invoice, and includes the option to customize different labels, such as column
headings and other titles used on the invoice.
Invoice, Quote and Order Options
Show Item column
Enable this checkbox to view the Item Code column.
Show Discount column
Select this option to display the Discount column on 'Create New Invoices, Orders, and
Quotes' windows.
Print salesperson name
Enable this checkbox to print the salesperson on invoices,quotes and orders.
Hide Bill To and Ship To labels
Enable this checkbox to hide Bill To and Ship To labels.
Replace %TEXT% in comments
It is sometimes useful to print the Record number/Record total amount/Customer name in
the foot or note comments. To do this enter in the foot/note comments with the word
NUMBER, AMT, CUSTOMER, SUPPLIER circumfixed with percentages, i.e., %NUMBER%
that way whenever a record is issued the %NUMBER% will be replace with the actual
record number (%AMT% for total record amount, %CUSTOMER% with record's customer
name, and %SUPPLIER% with record's supplier name [applicable for Bills and Purchase
Orders only]).
Invoice Options
Print due date
Enable this checkbox to print the due date on invoices.
Add 'Paid' text on invoices that have been paid
Enable this checkbox if you want to place a 'Paid' text at the top of paid Invoices printout.
Add 'Overdue' text to invoices that are overdue
Enable this checkbox if you want to place an 'Overdue' text at the top of Invoices that are
overdue.
Add 'Copy' text to invoices that are re-printed
Enable this checkbox if you want to place the word 'Copy' at the top of Invoices that have
already been printed.
Include remittance slip at the bottom of the invoice
Enable this checkbox if you want to include the remittance slip at the bottom of the invoice.
Invoice Text Items
This is the text that will be printed on invoices, such as headings, titles and labels. Select a title
or heading from the drop menu, then alter the text for that item in the field to the right.
Custom Fields
Custom Fields may be added to both the top and bottom sections of the printed Invoices. This
will allow you to further customize the layout of your printed Invoices so that you can add in
extra information custom to individual Invoices. The fields that you add will appear in the
Invoice dialog where you may add in the Invoice specific information to be used for the printed
Invoice.
New Custom Fields may be added to the Invoice's top or bottom sections by clicking the Add
button and selecting the section in the
Top/Bottom column. The Custom Field name will be
used as the field label in both the Invoice dialog and the printed Invoices.
Selected Custom Fields may be deleted by clicking the Delete button.
Note and Foot Comments
67
Text
Text entered here will appear at the bottom of the invoice printout or pdf.
Alignment / Font Size
Choose an alignment (Left, Right, Center) and a font size (Normal or Small) for the Note
comment.
Preview Invoice
Click the Preview Invoice button to save your current settings and view your invoice template.
68
Options - Options ~ Quote
The Quote tab of the Options page is used to set the standard text that appears on printed
quotes. You can preview any changes you make by clicking
Preview Quote at the bottom of
the Quote tab dialog.
Quote Text Items
This is the text that will be printed on quotes. Select a title or heading from the drop menu, then
alter the text for that item in the field to the right.
Note and Foot Comments
Text entered here will appear at the bottom of the quote printout or pdf. Choose an alignment
and font size for the text. The foot comment will appear beneath any note comment.
Preview Quote
Click this button to save your settings and preview what the quote will look like.
69
Options - Options ~ Sales Order
The Sales Order tab is where the standard text that appears on sales orders can be configured
to meet your business needs. You can preview any changes you make by clicking the
Preview
Sales Order
button at the bottom of the Sales Order dialog. To open the Sales Order dialog,
click the
Options icon on the toolbar, and click the Sales Order tab.
Order Text Items
This is the text that will be printed on sales order. Select a title or heading from the drop menu,
then alter the text for that item in the field to the right.
Note and Foot Comments
Text entered here will appear at the bottom of the order printout or pdf. Choose an alignment
and font size for the text. The foot comment will appear beneath any note comment.
Preview Sales Order
Click this button to save your settings and preview what the sales order will look like.
70
Options - Options ~ Purchase Order
The Purchase Order Options dialog is where the standard text that appears on purchase
orders can be configured to meet your business needs. You can preview any changes you
make by clicking the
Preview Purchase Order button at the bottom of the Purchase Order
Options dialog. To open the dialog, click the
Options icon on the toolbar, and click the Purcha
se Order
tab.
Order Text Items
This is the text that will be printed on purchase order. Select a title or heading from the drop
menu, then alter the text for that item in the field to the right.
Note and Foot Comments
Text entered here will appear at the bottom of the order printout or pdf. Choose an alignment
and font size for the text. The foot comment will appear beneath any note comment.
Preview Purchase Order
Click this button to save your settings and preview what the purchase order will look like.
71
Options - Options ~ Credit Note
The Credit Note page is where the standard text that appears on orders can be configured to
meet your business needs. You can preview any changes you make by clicking the
Preview
Credit Note
button at the bottom of the Credit Note dialog. To open the Credit Note dialog,
click the
Options icon on the toolbar, and click the Credit note tab.
Accounts Receivable
Select the account that credit notes should be linked to.
Credit Note text items
Select the text type from the drop menu and type your custom text into the field to the right.
Note and Foot Comments
Text entered here will appear at the bottom of the credit note printout. The foot comment
appears below the note comment. Choose an alignment and font size for the text of each
comment type.
Preview Credit Note
Click this button to save your settings and preview what the credit note will look like.
72
Options - Options ~ Packing Slip
The Packing Slip dialog is used to set the standard text that appears on printed packing slip.
You can preview any changes you make by clicking Preview Packing Slip at the bottom of the
Packing Slip dialog. To find the Packing Slip dialog, open the Options dialog, and click the
Pack
ing Slip
link in the left sidebar of the window under Page Layout.
Packing Slip Text
Packing slip title
Enter your custom text for Packing Slip Title to be displayed on the printouts and pdf.
Note and Foot Comments
Text entered here will appear at the bottom of the packing slip printout or pdf. Choose an
alignment and font size for the text. The foot comment will appear beneath any note comment.
Preview Packing Slip
Click this button to save your settings and preview what the packing slip will look like. Note that
packing slips do not have the same style applied to them as invoices.
73
Options - Options ~ Receipt
The Receipt tab of the Options dialog is used to set the text that appears on receipts and the
way receipts are laid out.
Small Receipts Options
Use small size for printed Receipts
This option forces receipts to be printed within a width of 3 inches. It is intended for use with
continuous receipt paper rolls.
Logo height
The logo height field determines the size of your logo when it is printed. The logo will be
enlarged or reduced according to the height entered while still maintaining the correct
aspect ratio up to the point where the logo will exceed 1/3 of the width of the receipt at
which time the logo's width will not be increased even though the height still is.
A logo jpg file must be specified on the Company tab of Options to appear on the receipt.
Margins (in.)
Set the margins for small receipts by entering values for the top/bottom and the sides.
Receipt Text Items
This is the text that will be printed on receipts. Select a title or heading from the drop menu,
then alter the text for that item in the field to the right.
Note and Foot Comments
Text entered here will appear at the bottom of the receipt printout or pdf. Choose an alignment
and font size for the text. The foot comment will appear beneath any note comment.
Preview Receipt
Click this button to save your settings and preview what the receipt will look like.
74
Options - Options ~ Check
The Check Options page provides options for configuring the appearance of checks. The
positions entered here are measured in inches and are relative to the entire size of the page. If
"Print Voucher" is selected, instead the positions are assumed to be relative to the portion of
the page the check will be printed on.
To open this dialog, click the Options icon in the toolbar, and click the Check tab.
Text Placement (in.)
Date Position
The date position on the check, to align with the preprinted check by adjusting the
positioning from the default position, in inches.
Supplier Name Position
The supplier's name position on the check, to align with the preprinted check by adjusting
the positioning from the default position, in inches.
Supplier Address Position
The supplier's address position on the check, to align with the preprinted check by adjusting
the positioning from the default position, in inches.
Amount Position
The amount position on the check, to align with the preprinted check by adjusting the
positioning from the default position, in inches.
Spelled Amount Position
The spelled amount position on the check, to align with the preprinted check by adjusting
the positioning from the default position, in inches.
Note Position
The notes position on the check, to align with the preprinted check by adjusting the
positioning from the default position, in inches.
Company Logo
The position of your company logo, to align with the preprinted check by adjusting the
positioning from the default position, in inches.
Company Name and Address
The position of your company's name and address, to align with the preprinted check by
adjusting the positioning from the default position, in inches.
Display Check Fields
Show supplier's address
Select this to show the supplier's address on the check.
Show currency symbol
Select this to show the currency symbol if it is not already printed on your checks.
Show notes
Select this to show notes on the check.
Show currency name
Select this to show the currency name if it is not already printed on your checks.
Spell cents in words
Select this to translate the cents to words.
Show company logo
Select this to print your company's logo on the check.
Show company name and address
Select this to print your company's name and address on the check.
Print Voucher
75
Select this to print vouchers along with the check. Vouchers are a copy of the check along
with a list of each transaction the check is paying for. These transactions are referenced
either by purchase orders linked with the check, or by any manually entered reference
numbers.
Check with one voucher or Check with two vouchers
These options split the check into equally sized portions (either one-half or one-third of
the page), prints the check based on its selected position, and prints the vouchers on the
remaining portions of the page.
Check on top, Check in middle, Check on bottom
Select which portion of the page the check should be printed on. Note that it cannot
be printed in the middle when "Check with one voucher" is selected.
Preview Check
Click this button to save your settings and preview what the check will look like.
76
Options - Options ~ Statements
The Statement dialog is used to set the text that appears on Customer and Supplier
Statements, and the way some texts are laid out. You can preview any changes you make by
clicking Preview Statement at the bottom of the Statement dialog. To access the Statements
Options dialog, click the
Options icon on the toolbar, and click the Statements tab.
Automatic Statements
Customer statements can be automatically printed or sent at the end of each month. The
statements can be sent to customers who have any amount due or customers who are
overdue, depending on the option you select.
Send monthly statements
Customer statements can be automatically printed or sent at the end of each month. The
statements can be sent to customers who have any amount due or customers who are
overdue, depending on the option you select.
Ignore amounts under
This option helps avoid sending statements to customers who owe just a few dollars.
Statement Text Items
This is the text that will be printed on statements. Select a title or heading from the drop menu,
then alter the text for that item in the field to the right.
Comment
Text entered here will appear at the bottom of the statement printout. Choose an alignment
and font size for the text.
Preview Statement
Click this button to save your settings and preview what the statement will look like.
77
Options - Options ~ Other
The Other tab of the Options dialog is where various general settings can be configured,
including email and fax settings, csv format settings, user access settings and more.
Send Settings
Email Settings
Please refer to
Knowledge Base Articles - Problems when sending email using our software
Fax Settings
Click the Fax Settings button to set up or view the fax gateway. An electronic gateway
needs to be configured before you will be able to send faxes within Express Accounts. For
more information and a list of recommended gateways, refer to
http://www.nch.com.au/fax/services.html
.
Show financial summaries on the main window
Check this option to display the summary of the income and account revenues on the bottom
of the main window.
CSV Format Settings
Save csv files in UTF8 character encoding
Check this option to save csv files in utf8 character encoding.
Save as csv for Excel
Check this option to save csv files that can be opened by Windows programs such as
Excel, WordPad, etc...
User Access Settings
Only allow administrators and specific user(s) to run Express Accounts
Enable this checkbox to specify users and administrators that can run Express Accounts.
Allowed user(s):
List specific users that can run Express Accounts (e.g. user1,user2).
78
Options - Options ~ Payments
The Payments tab of the Options dialog is where credit card payments are configured, so that
you can accept credit card payments from customers using Express Accounts. Credit card
gateways can virtually take the place of physical credit card swipe machines and process your
customer's payments securely.
A list of the available credit card gateways appears on this page. If you do not see any
gateways, click the
Check for Updates button to refresh the list. By updating the list, you will
see credit card gateways that have been tested with Express Accounts.
To configure settings for a gateway, select it from the list so that its name is highlighted, and
click the
Configure... button. To enable a credit card gateway for charging customers, check
the box to the left of its name. Only one credit card gateway can be selected at a time. Note
that if you do not enable a gateway by checking its box, credit card charging with Express
Accounts will not be possible.
For more information about each of the supported gateways, click the links below:
●
Authorize
●
Authorize website:
www.authorize.net
●
Authorize getting started guide
www.authorize.net/files/gettingstarted.pdf
●
Also see the
Authorize account settings
topic in this manual.
●
Eway
●
Eway Australia website:
http://www.eway.com.au/
. More countries are available by
clicking the flags in the upper right corner of this website.
●
Also see the
Eway account settings
topic in this manual.
●
PayPal
●
PayPal website:
www.paypal.com
. You will want to set up a PayPal account.
●
Also see the
Paypal Account Settings
topic in this manual.
Check for Updates
Connect to the internet and check for updates, or for support for additional gateways.
Configure
Configure or adjust the settings for the selected account.
Payment Methods
When you apply a payment you select the payment method. This can then be used to create
reports of payments and to aid reconciling statements. You can change the default list of
payments by entering a comma separated list of the methods your company accepts here. An
example is Check,Bank Deposit,Credit Card etc.
79
Options - Options ~ Web Access
The Web Access tab of the Options dialog lets you configure settings for the Express Accounts
Web Interface. The web interface works by having Express Accounts run as a mini web server.
To set up the web interface, you must first make sure the server is online. Bring it online by
selecting either of the following checkboxes:
●
Allow access to Express Accounts on the local network
●
Allow access to Express Accounts from the internet (Cloud Access)
Next, specify a username and password to use as your logon details (this is done from the
Web Access tab of the Options dialog). Next, specify what port on which you would like the
web interface to run by clicking the
Configure button next to Local Network and Public
Network links. The default port is 96, and we recommend that if you change it then you do not
use port 80, because that port is often used by other web servers.
To access the web interface from the Express Accounts computer, the easiest way is just to
click on one of the hyperlinks shown in the dialog window - both links point to the same URL.
Alternatively, type "http://localhost:[port]" into your web browser, where "[port]" is the port
number you specified in the dialog. If you want to access the web interface from elsewhere on
your LAN, or from the Internet, use the following formatting when typing the URL into your web
browser:
●
http://computername:port e.g., http://mycomputer:96 (for use on a Local Area Network)
●
http://privateip:port e.g., http://192.168.0.1:96 (for use on a Local Area Network)
●
http://publicip:port e.g., http://212.137.22.14:96 (for Internet use)
●
http://domainname:port e.g., http://axon.mycompany.com:96 (advanced option - only use if
you have a domain name set up for your IP address)
You need to make sure your firewall is not blocking the port number you have specified. Refer
to your firewall settings to check the correct UDP port is opened.
Speak to your network administrator about any networking problems you have. They can
usually fix routing or firewall problems. You can also refer to
http://www.nch.com.au/kb/10046.html
for more information on networking problems and
solutions.
80
Web Access - Introduction to the Web Access
Feature
The web interface, or the web access feature, can be accessed online from any location,
including any computer or mobile device with internet access. Using this feature is helpful for
business that need to give multiple users access to the same data, or for businesses that need
to update accounts and inventory, or invoice while on the road.
Setting up web access requires configuring one computer to allow access to the account
information, and setting up a web account for each user who will be accessing Express
Accounts. The following help topics in the Web Access section of this manual will guide you
through the process. There are also video tutorials provided by NCH that demonstrate how to
set up this feature, as well as how to troubleshoot any problems you may have connecting.
81
Web Access - Setting up Web Accounts
Each person who has access to Express Accounts can be given a different level of User
Privileges. The levels are:
●
Administrator - has access to all businesses, can manage passwords for all users, can
create and edit account and inventory data through the web interface, and can view reports.
●
User - has access only to assigned businesses, can create and edit account and inventory
data, and can view reports.
●
Viewer - has access only to assigned businesses, can only view account and inventory
data, and can view reports.
To create a web account, click the Options icon in the toolbar, and click on the Web Access
tab. Click the
Add button to create a new user account. Enter a display name, an email
address, and a password for the user. Make sure the
Account Enabled check box is
checked, and then assign the user a User Privilege level, and select which organization(s) the
user should have access to. Click
OK to finish.
See also:
●
User Account
82
Web Access - Configuring your Internet
Connection for Web Access
To configure your computer for access to Express Accounts, click the Options icon in the
toolbar, and click the
Web Access tab.
First, click the Start button to activate the server so you can access Express Accounts from a
browser. The server must always be on ("started") for Web Access to work. You may see
messages asking you to click Unblock or Allow if your computer prompts you for access. Make
sure you allow this, or Express Accounts will not be available at other computers and devices.
Determine if your users will be accessing Express Accounts on a local network (where your
computers can connect to each other without an internet connection), or if your users will
access Express Accounts remotely using an internet connection.
For a local network, create user accounts for each person as described in the
Setting up Web Accounts
topic in the Web Access section of this manual, then share the Local
Network link in this dialog with the user.
For a public network, you must ensure the routing section of this window does not show a
red status error. If it does, you will need to resolve the error before Express Accounts will be
available from the internet. This most likely will involve forwarding port 98 through your router
and firewalls throughout your system. For help doing this, click the link that says
Help to
resolve this issue
in the routing section, or see
http://www.nch.com.au/kb/10046.html
. There,
you will find a series of tutorials aimed at troubleshooting your connection problems. If the
routing status is green, Express Accounts will be available to other users when they paste the
P
ublic Network
access link into a browser and login with their user account details.
See also:
●
Web Access Page knowledge base article
http://www.nch.com.au/kb/10233.html
●
Configure Local Network Web Access knowledge base article
http://www.nch.com.au/kb/10234.html
●
Configure Public Network Web Access knowledge base article
http://www.nch.com.au/kb/10235.html
83
Web Access - How to Log On to Web Access
To access the Web Access feature, you can use the links provided on the Web Access tab of
the Options dialog for
Local Network or Public Network, or click the Web Access icon in the
toolbar. This will open up a browser window where the user will be prompted to enter their
account details to log in. The same links can be used to gain access to the Web Access of
Express Accounts from your mobile phone.
See also:
●
Setting up Web Accounts
●
Password Management
84
Web Access - Password Management
When a new user is created, their password will not be visible to other users in Express
Accounts, and will be displayed as a series of dots. Each user is able to change their password
or reset their password
Change Password
Users can change their password to something more memorable from the web interface by
clicking the
Change Password link from the right sidebar of the web interface. They will be
required to enter their old password before a new password will be accepted. If the user cannot
remember their old password, the will have to reset their password.
Reset Password
At the Login screen for Web Access, click the Forgot your password? link. An email will be
sent to the user with a new password. The user should use the new password to logon to the
Web Access feature and update their password to something they can remember.
Note In the event the user does not receive an email to reset their password, they will have to
have a user with administrator user privileges reset their password for them through the main
interface Options ~ Web Access or through the Web Access interface by clicking the
Add/Edit
Users
link in the right sidebar.
85
Web Access - Web Access Interface Reference
The Web Access interface looks much different than the main interface of Express Accounts,
but does allow users with Administrator and User privileges to accomplish the same tasks as
within the main interface.
Main Screen
The main screen contains links to any part of Express Accounts you may need to access. To
return to this screen from anywhere in the web interface, click the
Main link in the upper right
corner at any time.
The upper right corner of the main screen contains links to log the user off, and to view the
help documentation to Express Accounts. All help files refer to the main interface of Express
Accounts, but both interfaces use the same labels and terminology. Under those links, Express
Accounts displays the user who is currently logged on, and which business the user is
currently viewing.
The main area of the web interface is the control panel. It contains links for tasks Express
Accounts, including:
●
Invoices - view, edit, and create invoices and recurring invoices; view and print packing
slips
●
Manual journal entry - create a purchase or receipt transaction and allocate to the
appropriate accounts
●
View journal - view journal by payment, receipt, sales, or purchases according to date; edit
entries; export journal to csv
●
Reconcile account - Reconcile your records to your bank's records; upload bank statement
●
Quotes - view, edit, and create quotes; turn quotes into sales orders and invoices
●
Sales Orders - view, edit, and create sales orders and recurring orders; turn sales orders
into invoices
●
Purchase Orders - view, edit, and create sales orders and recurring orders
●
Customer Payments - view customer payments by date, method, amount, invoice number
or payment reference
●
Items - view, edit, and create items; adjust inventory with purchase and sell icons
●
Customers - view, edit, and create customers records; view, print, or send customer
statements
●
Reports - view, print, or send any of the reports generated in Express Accounts
The right sidebar, labeled Actions, contains quick-access links to the most common tasks
used in Express Accounts, including:
●
Create New Invoice - create a new invoice and save as a draft, record, send, or save as
recurring
●
Create New Quote - create a new quote and save as a draft, record, or send
●
Create New Sales Order - create a new sales order and save as a draft, record, send, or
save as recurring
●
Create New Purchase Order - create a new purchase order and save as a draft, record,
send, or save as recurring
●
Make a Payment - enter a payment; enter a check and print
●
Receive Money - enter a receipt
●
View Checks - enter, view, and edit checks; print checks
●
Add New Item - enter a new inventory item
●
Add New Customer - create a new customer record
●
Add/Edit Users - create new web access user accounts (users with Administrator user
privileges only)
86
●
Adjust Settings and Options - view and configure program settings (users with
Administrator user privileges only)
●
Select Company Profile - switch to another business
●
Change Password - enter a new password
87
Web Access - Setting Up Web Access
Express Accounts can be set up to run as a mini web server, giving you and your employees
access to Express Accounts over the Internet, from any location, as long as the main computer
running Express Accounts is left running. Setting up Web Access from your local computer
also enables you to assign login information for different employees, giving them varying levels
of access to Express Accounts features.
Once Web Access has been set up, you can login to the Express Accounts web interface and
use the same features online as you do from the Express Accounts application.
Automated start up
Express Accounts can be set to run automatically when the computer starts. To enable this,
tick the "Run Express Accounts automatically on start up" option. If you want to access
Express Accounts remotely or over a network using the Web Access feature, you should select
this option.
There are many modes of running automatically, which you can select in the pull down list
under the "Run Express Accounts automatically when you login" checkbox. The options are:
●
Start when any user logs on.
●
Start when this user logs on only.
●
Start before logon. Show all users’ tray.
●
Start before logon. Show this user only.
●
Start before logon. Do not show icon.
Service Settings
Click the button to view the Service Settings. To learn more about running Express Accounts
as a server, see the Service Settings help topic
www.nch.com.au/kb/10049.html
.
88
Web Access Screen References - Select Company
Profile
This page is where you can toggle between different business profiles.
To create a new business: in the desktop software, click the Accounts menu and select Multi
ple Businesses
, then click Add.
Select New Company Profile
Click the drop-down menu and then select the business profile you want to use, then click OK.
This will change all the viewable records to those associated with the selected business.
89
Web Access Screen References - Supplier
Additional Info
Opening Balance
Enter the opening balance of the supplier.
Balance Due
This is the current total balance due to the supplier.
Oldest Date Due
This is the date that the last purchase order for the supplier was created.
Last Order
This is the purchase order number for the last order for the supplier.
Main Options
Click this to save any changes and then go back to the main details for the supplier.
Save Changes
Click this to save any changes you have made and then go back to the supplier list.
90
Web Access Screen References - Select Invoice
Period
After you click the Invoices link from the control panel of the web interface, you will be asked to
select a time period of invoices to view.
Select Customer
Select a customer or all customers from the pulldown menu.
Select Invoices
Select a type of invoice to view from the pulldown menu: Recorded, Drafts, or Recurring
invoices.
Select Period
Select a period of invoices to view from the pulldown menu. If you want to enter a custom
period, you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the invoice range you would
like to view.
End Date
Enter an ending date for the invoice range you would like to view.
91
Web Access Screen References - Recurring
Invoice Schedule
After you click the Save As Recurring button from the invoice dialog of the web interface, you
will be asked to select a schedule of the invoice.
Start Date
Select the date when the recurring invoice will start.
Interval
Select the interval of the recurring invoice. Choose from weekly, fortnightly, monthly, bimonthly,
quarterly, 6 months, annually, or every 2 years for the interval.
Replace the string %period% in any description with dates.
If you want to have the recurring date in the description, enabling this option will replace the
text "%period" to the recurring date.
Update the prices of any items which have been changed.
Enable this option to allow the prices of any items which have been changed.
Automatically charge the customer by credit card.
Enable this option to automatically charge the customer via credit card.
92
Web Access Screen References - Chart of
Accounts List
Use the Chart of Accounts List to manage your accounts.: the number assigned to an account,
the type of account, if it is a header account, and if it is an account open at the bank. The
accounts are displayed in a list. To open the Chart of Accounts List, click the View chart of
accounts link in the right-side navigation panel of the main page. This feature is not available
for users with 'viewer' only privilege.
Add New Account
Click this button to create a new account.
Edit
Click the Edit icon to edit the associated account.
Delete
Click the Delete icon to delete the associated account.
93
Web Access Screen References - Invoices List
Use the Invoices List to manage your invoices. To get here, click the Invoices link in the web
interface control panel, then select a range of invoices to view based on time period. Here, you
will see a list of all the invoices Express Accounts has created.
You can refine the contents of this list by using the tabs at the top of the page to select
Recorded, Draft, All, or Recurring invoices. You can use the Period drop menu to filter the
listed invoices by date, and the Start and End date pickers can be used to fine tune the date
period. The Customer drop menu can also be used to further narrow the invoice selection to a
specific customer. Click Update to filter the invoices based on the criteria you selected. Users
with viewer-only privileges will be unable to add and delete invoices.
Add New Invoice (not available on the Display Recurring tab)
Click this button to create a new invoice.
Run Selected Invoice (Display Recurring tab only)
Click the Run Selected Invoice button to generate all currently due invoices for the selected
recurring invoice, according to its schedule.
Edit
Click the Edit icon to edit the associated invoice.
PDF
Allows you to save your Invoice as a .pdf document.
Print
This command will open a Print dialog window and allow you to print your Invoice or save it as
a .pdf document.
Packing Slip
Click the Packing Slip icon to download a packing slip as a PDF for the associated invoice.
Ship Label
Click the Ship Label icon to download a shipping label as a PDF for the associated invoice.
Log
Click the Log icon to view all activities associated with the associate invoice, such as emailing
to customers.
Edit Schedule
Click this button to modify the invoice schedule details.
Apply Payment (not available on the Display Recurring tab)
Click this button to apply a payment.
Schedule (Display Recurring tab only)
Click the Schedule button to view and/or change the schedule for the selected recurring
invoice, or to change the action taken when the invoice is generated (email, fax, print, save,
etc.).
Delete
Click the Delete icon to delete the associated invoice.
94
Web Access Screen References - Add/Edit Invoice
The Add/Edit Invoice window is where you fill in the details for the invoice. To access the
Add/Edit Invoice window, click
Add New Invoice from the Invoices List or click the edit icon of
an existing invoice from the Invoices List. Users with viewer-only privileges will be unable to
edit invoice details.
Customer
Choose the Customer from the pull down list, or enter a new customer. Adding new customer
here will create a new record for the customer on
Customer List
so you can quickly access
every time you create quotes, orders and invoices.
Date
Type in the invoice date or select a date by clicking the calendar
Create From
Choose an existing quote, order or draft invoice from the pull down list, or leave blank if you
are not generating an invoice from an existing quote, order or draft invoice.
Order Number
When an invoice is generated from an existing order, this field displays the linked order
number. Manually editing this field is not recommended.
Terms
The payment terms are used to calculate the payment due date.
Days
Enter the number of days the invoice is due from the invoice date.
Deposit Account
Select the invoice payment deposit account from the drop-down list.
Ship By
Select the shipping method from the drop-menu, or enter a new shipping method. The Ship By
detail will be printed on the invoice for customer reference. Leave this blank if not required.
Shipping Cost and Shipping Tax
Enter any shipping costs associated with the invoice in the field. If any tax should be applied to
the shipping, select the appropriate tax rate from the drop menu. Tax rates must be set up on
the Options ~ Tax tab before they will be available here.
Tracking Ref No.
The tracking reference number refers to the shipping method, and is printed on the invoice for
customer reference. Leave this blank if not required.
Customer PO No.
The customer purchase order number is printed on the invoice and on the statements for
customer reference. Leave this blank if not required.
Salesperson
Enter the salesperson for this invoice, or choose one from the pull-down list.
Tax
Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a
foreign customer, for example).
Bill To
Enter the address the invoice should be sent to.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Comments
These notes are printed on the bottom of the invoice.
Private Comments
These are notes for internal use only - they are not printed on the invoice.
95
Invoice Items
This is the list of items on the invoice. Click Add Item to add a new item, or edit and delete
existing items.
Add Flat Discount
Click on this button to add a flat amount as a discount to the entire invoice.
Add Percentage Discount
Click on this button to add a percentage-based discount to the entire invoice.
Add Discount per Item
Click on this button to enable the discount column for each item on the invoice. Line item
discounts must be entered as a percentage.
Subtotal
This is the total without the tax calculations.
Total
This is the sales tax and total display. If you think the sales tax calculation is wrong, please see
the Tax tab of Options to configure sales tax rates.
Record
Click on this button to Record the invoice.
Record and Pay (if available)
Click on this button to Record the invoice along with a payment at the same time.
Save as Draft (if available)
Click on this button to save the invoice as a draft.
Save as Recurring
Click on this button to save the invoice and set it as a recurring invoice.
Record & Fax
Click on this button to Record the invoice and fax a copy to the customer.
Record & Email
Click on this button to Record the invoice and email a copy to the customer.
96
Web Access Screen References - Select Quotes
Period
After you click the Quotes link from the control panel of the web interface, you will be asked to
select a time period of quotes to view.
Select Customer
Select a customer or all customers from the pulldown menu.
Select Quotes
Select the type of quote to view from the pulldown menu: Recorded or Draft quotes.
Select Period
Select a period of quotes to view from the pulldown menu. If you want to enter a custom
period, you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the quotes range you would like
to view.
End Date
Enter an ending date for the quotes range you would like to view.
97
Web Access Screen References - Quotes List
Use the Quotes List to manage your quotes. To get here, click the Quotes link in the web
interface control panel, then select a range of quotes to view based on time period. Here, you
will see a list of all the quotes Express Accounts has created.
You can refine the contents of this list by using the tabs at the top of the page to select
Recorded, Draft, or All quotes. You can use the Period selector to filter the listed quotes by
date, and the Start and End date pickers can be used to fine tune the date period. The
Customer selector can also be used to further restrict the quote selection to a specific
customer. Click Update to filter the quotes based on the criteria you selected. Users with
viewer-only privileges will be unable to add and delete quotes.
Add New Quote
Click this button to create a new quote.
Create Order
Click the Create Order icon to convert the quote into a sales order.
Create Invoice
Click the Create Invoice icon to convert the quote into an invoice.
Edit
Click the Edit icon to edit the associated quote.
PDF
Allows you to save your Quote as a .pdf document.
Delete
Click the Delete icon to delete the associated quote.
98
Web Access Screen References - Add/Edit Quote
The Add/Edit Quote window is where you fill in the details for the quote. To access the
Add/Edit Quote window, click
Add New Quote from the Quotes List or click the edit icon of an
existing quote. Users with viewer-only privileges will be unable to edit quote details.
Customer
Choose the Customer from the pull down list, or enter a new customer. Adding new customer
here will create a new record for the customer on
Customer List
so you can quickly access
every time you create quotes, orders and invoices.
Date
Select the quote date.
Salesperson
Enter the salesperson for this quote, or choose one from the pull-down list.
Tax
Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a
foreign customer, for example).
Bill To
Enter the address the invoice should be sent to.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Comments
These comments are printed on the bottom of the quote.
Private Comments
These are comments for internal use only - they are not printed on the quote.
Quote Items
This is the list of items on the quote. Click Add Item to add a new item, or edit and delete
existing items.
Add Flat Discount
Click on this button to add a flat amount as a discount to the entire quote.
Add Percentage Discount
Click on this button to add a percentage-based discount to the entire quote.
Add Discount per Item
Click on this button to enable the discount column for each item on the quote. Line item
discounts must be entered as a percentage.
Subtotal
This is the total without the tax calculations.
Total
This is the sales tax and total display. If you think the sales tax calculation is wrong, please see
the Tax tab of Options to configure sales tax rates.
Record
Click on this button to Record the quote.
Save as Draft
Click on this button to save the quote as a draft.
Record & Fax
Click on this button to Record the quote and fax a copy to the customer.
Record & Email
Click on this button to Record the quote and email a copy to the customer.
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Web Access Screen References - Select Orders
Period
After you click the Orders link from the control panel of the web interface, you will be asked to
select a time period of orders to view.
Select Customer
Select a customer or all customers from the pulldown menu.
Select Orders
Select the type of order to view from the pulldown menu: Draft & Recorded, Recorded, Draft,
or
Recurring orders.
Select Period
Select a period of orders to view from the pulldown menu. If you want to enter a custom period,
you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the orders range you would like
to view.
End Date
Enter an ending date for the orders range you would like to view.
100
Web Access Screen References - Sales Orders
List
Use the Sales Orders List to manage your orders. To get here, click the Orders link in the web
interface control panel, then select a range of orders to view based on time period. Here, you
will see a list of all the orders Express Accounts has created.
You can refine the contents of this list by using the tabs at the top of the page to select Recorde
d
, Draft, Draft & Recorded or Recurring orders. You can use the Period selector to
filter the listed orders by date, and the Start and End date pickers can be used to fine tune the
date period. The Customer selector can also be used to further restrict the order selection to a
specific customer. Click Update to filter the orders based on the criteria you selected. Users
with viewer-only privileges will be unable to add and delete orders.
Add New Order (not available on the Display Recurring tab)
Click this button to create a new order.
Run Selected Order (Display Recurring tab only)
Click the Run Selected Order button to generate all currently due sales orders for the selected
recurring sales order, according to its schedule.
Create Invoice (not available on the Display Recurring tab)
Click the Create Invoice icon to convert the order into an invoice.
Schedule (Display Recurring tab only)
Click the Schedule button on the toolbar to view and/or change the schedule for the selected
recurring sales order, or to change the action taken when the order is generated (email, fax,
print, save, etc.).
Edit
Click the Edit icon to edit the associated order.
PDF
Allows you to save your Order as a .pdf document.
Delete
Click the Delete icon to delete the associated order.
101
Web Access Screen References - Add/Edit Sales
Order
The Add/Edit Sales Order window is where you fill in the details for the order. To access the
Add/Edit Sales Order window, click
Add New Order from the Order List or click the edit icon of
an existing order. Users with viewer-only privileges will be unable to edit order details.
Customer
Choose the Customer from the pull down list, or enter a new customer. Adding new customer
here will create a new record for the customer on
Customer List
so you can quickly access
every time you create quotes, orders and invoices.
Date
Select the order date.
Quote Number
Choose an existing quote from the pull down list, type in a new quote number, or leave blank if
you are not generating an order from an existing quote.
Terms
The payment terms are used to calculate the payment due date.
Days
Enter the numbers of days for the Pay in Days payment terms to use to calculate the payment
due date.
Ship By
Select the shipping method from the drop-menu, or enter a new shipping method. The Ship By
detail will be printed on the order for customer reference. Leave this blank if not required.
Tracking Ref No.
The tracking reference number refers to the shipping method, and is printed on the order for
customer reference. Leave this blank if not required.
Customer PO No.
The customer purchase order number is printed on the order and on the statements for
customer reference. Leave this blank if not required.
Salesperson
Enter the salesperson for this order, or choose one from the pull-down list.
Tax
Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a
foreign customer, for example).
Bill To
Enter the address the order should be sent to.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Comments
These comments are printed on the bottom of the order.
Private Comments
These are comments for internal use only - they are not printed on the order.
Order Items
This is the list of items on the order. Click Add Item to add a new item, or edit and delete
existing items.
Add Flat Discount
Click on this button to add a flat amount as a discount to the entire order.
Add Percentage Discount
Click on this button to add a percentage-based discount to the entire order.
102
Add Discount per Item
Click on this button to enable the discount column for each item on the order. Line item
discounts must be entered as a percentage.
Subtotal
This is the total without the tax calculations.
Total
This is the sales tax and total display. If you think the sales tax calculation is wrong, please see
the Tax tab of Options to configure sales tax rates.
Record
Click on this button to Record the order.
Save as Draft
Click on this button to save the order as a draft.
Save as Recurring
Save the order with a schedule of when and how often it is to be sent. When the order is due to
be sent, Express Accounts will first confirm that the order is to be sent then automatically send
it using the method was last used (i.e., Print, Email or Fax).
Record & Fax
Click on this button to Record the order and fax a copy to the customer.
Record & Email
Click on this button to Record the order and email a copy to the customer.
103
Web Access Screen References - Payments and
Purchases
From the Payments and Purchases dialog, you can record the details of purchase or payment
transactions and then allocate the amount to two or more accounts. To make a purchase or
payment entry, click the
Transactions menu and select Payment Transaction, or access the
Payments and Purchases dialog from the control panel by clicking the
Payment or Purchase
Transaction
link on the Purchases tab. The web version of this dialog may be opened with
the
Make a payment link on the main page or with the Add New Check button on the Check
List
page.
Transaction Date
Select the date for this transaction.
Pay To
Select the supplier this transaction is for.
Account
Select the account this transaction will be applied to.
Amount
Enter the amount of the receipt or deposit.
Transaction Reference
The appropriate transaction reference id is already entered in this field. If you wish to enter a
different id you can enter it instead.
Journal Memo
Add a note about this transaction that will help you identify the transaction on the journal.
Account Allocation
Allocate amounts to the accounts for this entry. Click the Add button to add an account. Select
an account by number or name by selecting an account from the drop menu. Be sure to add
both debit and credit accounts and click Record when the account amounts balance each other
out.
Out-of-balance amount
If the debit and credit accounts do not balance, the out of balance amount will be displayed
beneath the Account Allocation list.
Record and Create Check
Click this button to save the payment, and create a check with the payment details for printout.
104
Web Access Screen References - Select
Payments Period
After you click the Payments link from the control panel of the web interface, you will be asked
to select a time period of payments to view.
Select Period
Select a period of payments to view from the pulldown menu. If you want to enter a custom
period, you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the payments range you would
like to view.
End Date
Enter an ending date for the payments range you would like to view.
105
Web Access Screen References - Payments List
Use the Payments List to manage your payments. To get here, click the Payments link in the
web interface control panel, then select a range of payments to view based on time period.
Here, you will see a list of all the payments Express Accounts has created.
You can use the Period selector to filter the listed payments by date, and the Start and End
date pickers can be used to fine tune the date period. The Customer selector can also be used
to further restrict the payment selection to a specific customer. Click
Update to filter the
payments based on the criteria you selected. Users with viewer-only privileges will be unable to
apply and delete payments.
You can edit the invoice by clicking on the invoice number, this will open the Edit Invoice page.
Apply Payment
Click this button to apply a payment.
Receipt PDF
Click the Receipt Pdf icon to download a PDF copy of the receipt for an applied payment.
Edit
Click this button to edit a payment.
Delete
Click the Delete icon to delete the associated payment.
106
Web Access Screen References - Apply Payment
The Apply Payment window is where you fill in the details about payments. To access the
Apply Payment window, click
Apply Payment from the Payments List. Users with viewer-only
privileges will be unable to edit payment details.
Date
Select the payment date.
Customer
Choose the Customer from the pull down list, or enter a new customer.
Invoice
Enter an invoice to apply the payment to.
Amount
Enter the amount of the payment to apply.
Method
Select the method of the payment to apply.
Please note that the payment method is only recorded and that Credit Card payments will not
be automatically charged to the customer's credit card.
Reference Number
Enter a reference number for this payment.
Record
Click on this button to Record the payment.
Deposit Account
Select the account the payment should be deposited into from the drop menu.
107
Web Access Screen References - Charge Payment
The Charge Payment window is where you can submit a charge to a customer's credit card to
your configured credit card gateway.
Payment Account
This is the gateway account the payment will be sent to.
Customer
The name of the customer.
Card Type
The customer's credit card type.
Card Number
The customer's credit card number.
Customer Info
This section is filled with the address information of a customer. You may change their
Address, City, State, ZIP Code, or Country before submitting the payment. Any changes made
here will also be made to their customer record.
Invoice Number
The invoice(s) this payment is applied to.
Amount
The total amount of this payment.
108
Web Access Screen References - Payment
Charge Receipt
This page displays the results of a charge transaction for a payment. If the transaction is
successful, it will show the transaction reference number. If it is unsuccessful, it will display an
error message about the problem that occured.
109
Web Access Screen References - Enter Email
Details
This window is used to email a PDF of an Invoice, Order, Quote, or Purchase Order.
Email
Enter the recipient's email address. This field is automatically filled with the selected
Customer's email address (if available).
Message Comment
Text entered here will be added to the body of the email generated by Express Invoice. This
field is optional.
110
Web Access Screen References - Items List
Use the Items List to manage your quotes. To get here, click the Items link in the web interface
control panel. Here, you will see a list of all the items Express Accounts has created. Users
with viewer-only privileges will be unable to add and delete items.
Add New Item
Click this button to add a new item.
Edit
Click the Edit icon to edit the associated item.
Delete
Click the Delete icon to delete the associated item.
111
Web Access Screen References - Vehicles List
Use the Vehicles List to manage your vehicles. To get here, click the View vehicles link in the
web interface control panel. Here, you will see a list of all the vehicles Express Accounts has
created. Users with viewer-only privileges will be unable to add and delete items.
Add New Vehicle
Click this button to add a new vehicle.
Edit
Click the Edit icon to edit the associated vehicle.
Delete
Click the Delete icon to delete the associated vehicle.
112
Web Access Screen References - Vehicles
Mileage List
Use the Vehicles Mileage List to manage your vehicle mileage records. To get here, click the
View vehicle mileage link in the web interface control panel. Here, you will see a list of all the
vehicle mileage records Express Accounts has created. Users with viewer-only privileges will
be unable to add and delete records.
Add New Vehicle Mileage
Click this button to add a new vehicle mileage record.
Edit
Click the Edit icon to edit the associated vehicle mileage record.
Delete
Click the Delete icon to delete the associated vehicle mileage record.
113
Web Access Screen References - Add/Edit Vehicle
The Add/Edit Vehicle window is where you fill in the details for vehicles. To access the
Add/Edit Vehicle window, click
Add New Vehicle from the Vehicle List or click edit on one of
the existing vehicles. Users with viewer-only privileges will be unable to add or edit vehicle
details.
Vehicle Name
Enter a name for the vehicle.
Vehicle Description
Enter a description of the vehicle.
114
Web Access Screen References - Add/Edit
Vehicle Mileage
The Add/Edit Vehicle Mileage window is where you fill in the details for vehicle mileage
records. To access the Add/Edit Vehicle Mileage window, click
Add New Vehicle Mileage
from the Vehicle Mileage List or click edit on one of the existing vehicles. Users with
viewer-only privileges will be unable to add or edit vehicle mileage records.
Vehicle
Enter or select a name for the vehicle.
Customer
Enter or select the customer from the list.
Job Code
Enter the job code.
Trip Start Date
Enter the trip start date.
Trip End Date
Enter the trip end date.
Odometer Start
Enter the starting odometer reading.
Odometer End
Enter the ending odometer reading.
Total Mileage
Displays the distance based from start to end odometer reading.
Notes
Enter the notes for this vehicle mileage record entry.
115
Web Access Screen References - Add/Edit Item
The Add/Edit Item window is where you fill in the details for items. To access the Add/Edit Item
window, click
Add New Item from the Items List or click edit on one of the existing items.
Users with viewer-only privileges will be unable to edit item details.
Item Code
Enter the code for the item.
Item Description
Enter a description of the item.
Selling Price
Enter the selling price of the item.
Purchase Price
Enter the cost of the item.
Tax
Select the type of tax to apply to orders of this item.
Income account
If you have multiple entries in the income statement, select the account here. Default is
General Sales. This then will be subtotaled in the Accounting Report.
Expense account
If you have multiple entries in the income statement select the account here. Default is General
Products Purchased. This then will be subtotaled in the Accounting Report.
Manage the inventory stock levels
Click if you would like to manage the quantities of this item using Express Accounts.
Current Quantity
The quantity currently on hand.
Ideal Quantity
The quantity you would most like to keep on hand.
Warning Quantity
Express Accounts will warn that sock of this item is running low when the quantity entered here
is reached.
Save Changes
Modify the current item and return to the Items List.
116
Web Access Screen References - Customers List
Use the Customers List to manage your quotes. To get here, click the Customers link in the
web interface control panel. Here, you will see a list of all the customers Express Accounts has
created. Users with viewer-only privileges will be unable to add and delete customers.
Add New Customer
Click this button to add a new customer.
Statement
Click the Statement icon to prepare a statement for the associated customer.
Edit
Click the Edit icon to edit the associated customer.
Delete
Click the Delete icon to delete the associated customer.
117
Web Access Screen References - Add/Edit
Customer
The Add/Edit Customer window is where you fill in the details for customers. To access the
Add/Edit Customer window, click
Add New Customer from the Customers List or click edit on
one of the existing customers. Users with viewer-only privileges will be unable to edit customer
details.
Customer Name
Enter the business name of the customer.
Contact Person
Enter the full name of the person you deal with.
Contact First Name
This is the first name of the person you deal with or the way you address them.
Address
Enter the customer billing address. If the customer has a different shipping address you can
enter that on the Other tab.
Phone
These are the phone numbers you can use to reach the customer.
Fax
This is the fax number you can use to fax invoices to the customer.
Email
This email address is the one used for sending invoices by email if email is the preferred
method.
Additional Info
Enter an additional information, such as ABN.
This customer is active
Check this box to show that this customer is currently active.
118
Web Access Screen References - Add/Edit
Customer Additional Options
The Add/Edit Customer Additional Options window is where you fill in the details for customers.
To access the Add/Edit Customer window, click
Additional Options from the Edit Customer
screen. Users with viewer-only privileges will be unable to edit these additional options.
Shipping Address
If the customer's preferred shipping address is different from the billing address, then enter it
here. If the shipping address is the same as the billing address, then leave the shipping
address empty.
Prefers Invoices By
Select the method which will be used by Express Accounts to send invoices to this customer
when generating new recurring invoices.
Set tax exempt for this customer
When checked, the taxes will not be applied to any transactions for this customer.
Payment Terms
Select the terms of payment which will appear by default on an invoice created for this
customer.
Payment Terms Days
Enter the period of the payment terms.
Salesperson
This is the name of the salesperson who will be selected by default when an invoice is created
for this customer.
Customer Notes
These notes are for internal use only. They can be used, for example, to indicate customer
history or special terms.
Customer Group
Select the group which this customer belongs to. To create a new group, enter it into the field.
119
Web Access Screen References - Add/Edit
Customer Credit Card
The Add/Edit Customer Credit Card window is where you fill in the details for a customer's
credit card. To access the Add/Edit Customer window, click
Credit Card from the Edit
Customer screen. Users with viewer-only privileges will be unable to edit credit card details.
Card Number
Enter the customer's credit card number.
CVV Number
Enter the customer's credit card Verification Number.
Card Type
Select the customer's credit card type.
Expiry Month
Enter the customer's credit card Expire Month.
Expiry Year
Enter the customer's credit card Expiration Year.
Owner First Name
Enter the credit card holder's First Name.
Owner Last Name
Enter the credit card holder's Last Name.
Currency Type
Select the currency type for the customer to pay. This work for Paypal only, for authorize the
currency type is always USD.
120
Web Access Screen References - Add/Edit
Customer Additional Info
The Add/Edit Customer Additional Info window is where you fill in the details for customers. To
access the Add/Edit Customer Additional Info window, click
Additional Info from the Edit
Customer screen. Users with viewer-only privileges will be unable to edit this additional info.
Opening Balance
Enter the opening balance of the customer if there is.
Balance Due
This is the current total balance due for the customer.
Oldest Date Due
This is the due date of the oldest invoice of the customer.
Last Invoice
This is the date that the last invoice for the customer was created.
121
Web Access Screen References - User Account
List
Use the User Account List to manage user accounts for the web interface. This feature is only
accessible to users with administrator privilege. To get here, click the Add/Edit users link on the
right-side navigation panel of the main page.
Add New User
To create a new account, click the Add New User button at the top of the page. This will open
the
Add New User window where the account details are entered.
Edit
To edit account settings, click the edit icon.
Delete
To delete an account, click the delete icon.
122
Web Access Screen References - Select Journal
Period
After you click the View the Journal link from the control panel of the web interface, you will be
asked to select a time period of journal entries to view.
Select Journal
Select a type of journal entry to view from the pulldown menu: General, Payment, Receipts,
Sales, or Purchases.
Select Period
Select a period of entries to view from the pulldown menu. If you want to enter a custom
period, you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the journal entry range you
would like to view.
End Date
Enter an ending date for the journal entry range you would like to view.
123
Web Access Screen References - Journal List
Use the Journal List to manage your journal entries. To get here, click the View the Journal
link in the web interface control panel, then select a range of entries to view based on time
period. Here, you will see a list of all the journal entries Express Accounts has created.
You can refine the contents of this list by using the tabs at the top of the page to select All,
General, Payment, Receipts, Sales, or Purchases entries. You can use the Period drop menu
to filter the listed entries by date, and the Start and End date pickers can be used to fine tune
the date period. The Account drop menu can also be used to further narrow the entries
displayed to a specific account. If there is a specific journal entry you are looking for, you can
use the Reference field to type in the reference id of that journal entry. Type it in the field, then
press enter. This will filter all entries and show those with the reference id you entered. To
clear the search, simply delete the entry you entered in the Reference field and click outside of
it.
Export to CSV
Click the Export to CSV button to save the entries to a CSV file.
Save to PDF
click the Save to PDF button to save the journal entries to a PDF file.
Edit
Click on the pencil icon at the end of an entry on the far right to open the Journal Entry window.
Here you can edit the details of that entry.
Delete
Click on the trash can icon to delete that entry. A pop up window will ask you if you are sure
you want to delete it.
124
Web Access Screen References - Select Purchase
Order Period
After you click the Purchase Orders link from the control panel of the web interface, you will be
asked to select a time period of purchase orders to view.
Select Orders
Select a type of purchase order to view from the pulldown menu: All, Recorded, or Draft.
Select Period
Select a period of purchase orders to view from the pulldown menu. If you want to enter a
custom period, you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the purchase orders range you
would like to view.
End Date
Enter an ending date for the purchase orders range you would like to view.
125
Web Access Screen References - Purchase
Orders List
Use the Purchase Orders List to manage your purchase orders. To get here, click the
Purchase Orders link in the web interface control panel, then select a range of purchase orders
to view based on time period. Here, you will see a list of all the purchase orders created in
Express Accounts.
You can refine the contents of this list by using the tabs at the top of the page to select Display
Recorded, Display Draft, or Display All. You can use the Period drop menu to filter the listed
purchase orders by date, and the Start and End date pickers can be used to fine tune the date
period. The Supplier drop menu can also be used to further narrow the orders displayed to a
specific supplier. Click Update to filter the purchase orders based on the criteria you selected.
Users with viewer-only privileges will be unable to add or delete purchase orders.
Add New Purchase Order
Click this button to add a new purchase order.
Edit
Click this button to edit the selected purchase order.
PDF
Allows you to save the purchase order as a .pdf document.
Delete
Click this button to delete the selected purchase order.
126
Web Access Screen References - New Accounts
Payable
The Accounts Payable page is where you can enter a bill you have received for payment at a
later date.
Date
Enter the date, either by typing it in manually or using the calendar widget.
Due Date
Enter the due date of this bill.
Supplier
Choose the Supplier from the pull down list.
Supplier address
Enter the supplier's address.
Accounts Payable
Select the type of Accounts Payable with the pull down list.
Amount
Enter the total amount for this Accounts Payable entry.
Reference number
Enter a reference number for this transaction.
Memo
Enter any notes about this bill.
Account Allocation
This is where you can allocate an amount towards specific accounts. Click the Add button to
add a new account. Enter the amount for the account, and select the Tax from the pull down
list. The trashcan icon can be used to delete an entry.
Record
Click on this button to Record the bill.
127
Web Access Screen References - Select Accounts
Payable Period
After you click the Purchase Orders link from the control panel of the web interface, you will be
asked to select a time period of purchase orders to view.
Select Period
Select a period of bills to view from the pulldown menu. If you want to enter a custom period,
you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the bills range you would like to
view.
End Date
Enter an ending date for the bills range you would like to view.
128
Web Access Screen References - Accounts
Payable List
Use the Accounts Payable List to manage your bills. To get here, click the Accounts Payable
link in the web interface control panel, then select a range of bills to view based on time period.
Here, you will see a list of all the bills created in Express Accounts.
You can use the Period drop menu to filter the listed bills by date, and the Start and End date
pickers can be used to fine tune the date period. The Supplier drop menu can also be used to
further narrow the bills displayed to a specific supplier. Click Update to filter the bills based on
the criteria you selected.
Enter a new Account Payable
Click this button to add a new payable account.
Edit
Click this button to edit the selected payable account.
Delete
Click this button to delete the selected payable account.
129
Web Access Screen References - Bill Payments
List
Use the Bill Payments List to manage your payments of accounts payable. A list of all the
payments you have entered in Express Accounts is displayed here. To open the Bill Payments
List list, click the
View payments of accounts payable link in the right-side navigation panel
of the main page. This feature is not available for users with 'viewer' only privilege.
You can refine the contents of the Payments list by using the interactive filter controls at the
top of the page. Use the Period drop menu to filter the listed payments by date, and the Start
and End date pickers can be used to fine tune the date period. The Supplier selector can also
be used to further restrict the payment selection to a specific supplier.
Enter Payment
Click the Enter Payment button to enter a new payment.
Delete
To delete a payment, click the delete icon.
130
Web Access Screen References - Select Bill
Payment List Period
After you click the View payments of accounts payable link from the control panel of the web
interface, you will be asked to select a time period of payments to view.
Select Period
Select a period of payments to view from the pulldown menu. If you want to enter a custom
period, you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the payments range you would
like to view.
End Date
Enter an ending date for the payments range you would like to view.
131
Web Access Screen References - Check List
Use the Check List to manage your checks. To get here, click the View Checks link on the
right-side navigation panel of the main page.
Add New Check
To create a new check, click the Add New Check button at the top of the page. This will open
the
Payments and Purchases window where you can enter the purchase information. Click
the
Record and Create Check button here to record a check and download a PDF copy.
Edit
To edit a check, click the edit icon.
Void
To void an check, click the void icon.
132
Web Access Screen References - New Account
Dialog
The New Account Dialog is where you create new accounts to be added to the Chart of
Accounts. From the Chart of Accounts dialog, click the
Add New Account button to open the
New Account Dialog.
Create New Account
Account Name
Enter a name for the account you are creating.
Type
Select an account type by clicking the radio button next to: Asset, Liability, Equity, Income,
or Expenses. Then, specify the type using the drop menu to the right of the account type.
Classification for Cash Flow
The selection you make in this field will be used for the Cash Flow Statement reports. Your
choices are Operating, Investing or Financing.
Account Number
Enter an account number. The number of digits in the account must match the digit amount
set on the Chart of Accounts list, which is four by default.
Default Linked Account for (If available)
The selection you make in this field will be used as the default account for selected
transactions.
Opening Balance
Enter an opening balance for the account, or keep it at zero.
Account is just a Header Account
If the account is a header account it means that nothing can be posted directly to the
account but on reports the account prints the subtotals of all accounts below it with the
same prefix.
Cash Postable
If an account is cash postable it means it will appear in the list of accounts that payments
can be made from or deposits made to. Bank and Credit Card accounts usually have this
option ticked.
Tax Included
Check this box if payment from this account will include sales tax. The tax will be based on
values entered on the Tax tab of Options, but can also be adjusted on the Payments and
Purchases dialog.
Add
When all the details for the new account have been filled in, click the Add button to add the
account to the Chart of Accounts list.
133
Web Access Screen References - Invoice Records
Log
Express Invoice keeps a record of actions related to invoices, such as when they were printed,
faxed or emailed. This can be useful to reference if a question about whether an invoice was
sent ever arises.
Open the Invoice Records Log from the Invoice List by clicking the Log icon in the invoice entry.
The Invoice Records Log screen displays the logs of the selected record. Click Save Log to
save the selected log in a file.
134
Web Access Screen References - Select Credit
Notes
After you click the View Credit Notes link from the control panel of the web interface, you will
be asked to select a time period of credit notes to view.
Select Credit Notes
Select a type of credit notes to view from the pulldown menu: recorded or drafts.
Select Period
Select a period of credit notes to view from the pulldown menu. If you want to enter a custom
period, you must select Custom Period from the menu first.
Start Date
If you want to view a custom time period, make sure Custom Period is selected in the Select
Period pulldown menu above. Then, enter a beginning date for the credit notes range you
would like to view.
End Date
Enter an ending date for the credit notes range you would like to view.
135
Web Access Screen References - Credit Notes List
Use the Credit Notes List to manage your Express Accounts credit notes. To get here, click the
View Credit Notes link in the web interface control panel. Here, you will see a list of all the
credit notes Express Accounts has created.
You can refine the contents of this list by using the tabs at the top of the page to select
Recorded, Draft, or All credit notes. You can use the 'Period' selector to filter the listed credit
notes by date, and the 'Start' and 'End' date pickers can be used to fine tune the date period.
The 'Customer' selector can also be used to further restrict the credit note selection to a
specific customer. Click Update to filter the credit notes based on the criteria you selected.
Users with viewer-only privileges will be unable to add or delete credit notes.
Add New Credit Note
Click this button to create a new credit note.
Edit
Click the Edit icon to edit the associated credit note.
PDF
Allows you to save your Credit Note as a .pdf document.
Delete
Click the Delete icon to delete the associated credit note.
136
Web Access Screen References - Add/Edit Credit
Note
The Add/Edit Credit Note window is where you fill in the details for the credit note. To access
the Add/Edit Credit Note window, click
Add New Credit Note from the Credit Note List or click
edit on one of the existing credit notes.
Customer
Choose the Customer from the pull down list.
Date
Select the credit note date.
Invoice Number
Choose an existing invoice from the pull down list.
Salesperson
Enter the salesperson for this credit note, or choose one from the pull-down list.
Tax
Select any special sales tax option eg. if this is a special customer who is sales-tax exempt (for
example a foreign customer).
Customer Address
Enter the customer's address.
Comments
These comments are printed on the bottom of the Credit Note.
Private Comments
These are comments for internal use only they are not printed on the Credit Note.
Credit Note Items
This is the list of items on the credit note. Click on the Add button to add a new item, then click
within the Item or Description cells to access a drop-menu where you can select an item, or
type the name of a new item. Remove an item by clicking the trashcan at the right of the item
entry.
Add Flat Discount
Click on this button to add a flat amount as a discount to the entire credit note.
Add Percentage Discount
Click on this button to add a percentage-based discount to the entire credit note.
Add Discount per Item
Click on this button to enable the discount column for each item on the credit note. Line item
discounts must be entered as a percentage.
Save as Draft
Click on this button to save the credit note as a draft.
Record & Fax
Click on this button to Record the credit note and fax a copy to the customer.
Record & Email
Click on this button to Record the credit note and email a copy to the customer.
Record
Just record the quote. You can print, email, or fax it later, if needed.
137
Web Access Screen References - Budget List
Use the Budget List to manage your budgets. To get here, click the View budget link in the web
interface control panel. Here, you will see a list of all the budgets Express Accounts has
created. Users with viewer-only privileges will be unable to add and delete items.
Add New Budget
Click this button to add a new budget.
Edit
Click the Edit icon to edit the associated budget.
Delete
Click the Delete icon to delete the associated budget.
138
Web Access Screen References - Create Budget
Use the Create New Budget to start your budget. To get here, click the View Budget link in the
web interface control panel, then Add New Budget.
Start
Start of the budget year.
Balance Sheet (ending balance).
Choose this to create a Balance Sheet type of budget.
Profit and Loss (all activity for the year).
Choose this to create a Profit and Loss type of budget.
139
Web Access Screen References - Budget Report
Use the Report Budget to start creating your budget reports. To get here, click the Reports,
then Budget Reports. Click Generate to create the report once you have selected the desired
budget.
Select Budget
Select the budget that you want to create a report.
Description
The internal description of the budget.
Save As CSV
Choose this option to save the budget as CSV. Default type is PDF.
140
Web Access Screen References - Budget Dialog
Use the Budget tool to edit your budget. To get here, click the View Budget link from the
control panel's right sidebar, then click the Edit icon of your desired budget. Enter the amount
you want to allocate for each account on a monthly basis.
Save Changes
Save the budget record and return to the budget list.
Cancel
Closes the budget page and discards any changes made.
141
Web Access Screen References - Journal Entry
Web
From the Journal Entry dialog, you can enter the details of any type of transaction and then
allocate the amount to two or more accounts.
Date
Select the date for this journal entry.
Journal
Select the Journal the transaction should be recorded to from the drop menu.
Reference
Enter reference id for this entry if you wish to record a reference id different from the auto
generated id.
Journal Memo
Add a note about this journal entry that will help you remember what the entry is for.
Account Allocation
Allocate amounts to the accounts for this entry. Click the Add button to add an account. Select
an account by number or name by selecting an account from the drop menu. Be sure to add
both debit and credit accounts and click Record when the account amounts balance each other
out.
Out-of-balance amount
If the debit and credit accounts do not balance, the out of balance amount will be displayed
beneath the Account Allocation list.
Record
Click on this button to Record the journal entry.
142
Web Access Screen References - Reconcile
Account Web
Account Select the account you wish to reconcile from the pull down list of accounts.
Last Reconciled Date
The last date the selected account was reconciled will appear here.
Bank Statement Date
Enter the statement date that appears on your bank statement.
New Statement Balance
Enter the ending balance that appears on your bank statement.
Calculated Statement Balance
The number that appears here is the account's balance before reconciliation.
Out of Balance
If this field contains a value other than zero, you may have errors in your records. As you
compare your entries with the bank statement, those errors will probably become apparent.
Local Ledger Transactions
This is the list of account entries that have not yet been reconciled. For manual reconciliation,
tick the checkbox of each entry that has a matching entry on your bank statement to reconcile
the entry.
Add a new payment transaction
Click here to add a new payment transaction.
Add a new receipt transaction
Click this button to add a new receipt transaction.
Check All
Click this button to select all account entries in the list.
Uncheck All
Click this button to deselect all account entries in the list.
Rollback to Previous
This button allows you to undo the last reconcile for the selected account. You may want to
rollback if you have done a reconciliation by mistake or you have received more transactions
that should have been included in the last reconcile.
Please note that this button will only be enabled when there is a valid reconciliation to rollback
to and you will only be able to go back at most one reconciliation.
143
Web Access Screen References - Select Account
and Bank Statement
Account Select the account you wish to reconcile from the pull down list of accounts.
Last Reconciled Date
The last date the selected account was reconciled will appear here.
Bank Statement Date
Enter the statement date that appears on your bank statement.
New Statement Balance
Enter the ending balance that appears on your bank statement.
Calculated Statement Balance
The number that appears here is the account's balance before reconciliation.
Out of Balance
If this field contains a value other than zero, you may have errors in your records. As you
compare your entries with the bank statement, those errors will probably become apparent.
Upload a bank statement file
Click the Browse button and select the bank statement file to upload from your computer.
Express Accounts can only load files in .csv or .ofx format. Click
Next to load the statement
into the
Reconcile Account window.
Express Accounts will compare your local ledger with the bank statement and will match
transactions for reconciliation to save you time. In your local ledger list (the list on top),
reconciled transactions will be checked off and highlighted in green. Items that remain
unmatched in your local ledger list may contain errors.
Items that appear in the bank statement list (the lower list), but not in your local ledger list can
easily be added. Select the entry from the bank statement list and click the
Add Transaction
button. The transaction will be added to the local ledger list and will display as a reconciled
entry.
In the bank statement list (the lower list), entries that appear in red are highlighted as possible
recurring transactions. If you select the entry and click
Add Transaction, the entry will be
added to the local ledger list, and will be automatically added to the local ledger list every time
a bank statement containing the entry is loaded to the Reconcile Account window.
144
Web Access Screen References - Customer
Statement Period Web
Automatically use month or oldest due Select this option to use the current month or the
oldest due date of a customer.
Enter Statement Period
Specify the period for the customer statement (dates are inclusive).
Start Date
If Enter Statement Period was selected, this specifies the Start date for the customer
statement (inclusive).
End Date
If Enter Statement Period was selected, this specifies the End date for the customer
statement (inclusive).
Send Email
You can email a customer statement as a PDF file by clicking the Send Email button. Your
email settings must be set up before this operation can be completed.
Generate
You can download a customer statement as a PDF file by clicking the Generate button.
145
Web Access Screen References - New/Edit
Purchase Order
The New/Edit Purchase Order dialog is where you fill in the details for a purchase order. To
open this dialog, click the
Purchases menu and select New Purchase Order.
Supplier
Choose the Supplier from the pull down list, or enter a new supplier. Adding new suppliers
here will create a new record for the supplier on
Suppliers List
so you can quickly access every
time you create purchase orders.
Date
Select the purchase order date.
Tax
Select the special sales tax exempt option if this is a supplier who is sales-tax exempt (a
foreign supplier, for example).
Vendor address
Enter the vendor's address.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Comments
These comments are printed on the bottom of the purchase order.
Private Comments
These are comments for internal use only - they are not printed on the purchase order.
Purchase Order Items
This is the list of items on the purchase order. Click on the Add button to add a new item, then
click within the Item or Description cells to access a drop-menu where you can select an item,
or type the name of a new item. Change the Quantity or Unit Value by typing in a new value.
Remove an item by clicking the red "X" at the right of the item entry.
When you enter new items here, they will automatically be added to the
Items List
so you can
quickly add them to orders, quotes and invoices later.
Add Flat Discount
Click on this button to add a flat amount as a discount to the entire purchase order.
Add Percentage Discount
Click on this button to add a percentage-based discount to the entire purchase order.
Add Discount per Item
Click on this button to enable the discount column for each item on the purchase order. Line
item discounts must be entered as a percentage.
Subtotal
This is the total without the tax calculations.
Total
This is the sales tax, subtotal and total display. If the sales tax calculation is wrong, please see
Taxes
in the Getting Started section and
Options ~ Tax
for more information.
Save as Draft
Click on this button to save the purchase order as a Draft.
Record and Fax
Click on this button to Record the purchase order and fax a copy.
Record and Email
Click on this button to Record the purchase order and email a copy.
Record
Click on this button to Record or save the purchase order.
146
Screen References - Refunds List
Use this screen to manage your refunds. Here you will see a list of all the refunds which
Express Accounts has processed.
You can refine the contents of this list by using the interactive filter controls below the main
button bar. You can use the 'Period' selector to filter the listed refunds by date, and the 'Start'
and 'End' date pickers can be used to fine tune the date period. The 'Customer' selector can
also be used to further restrict the refund selection to a specific customer.
New
Click this button to create a new refund.
Delete
To delete refund(s), select the refund(s) you wish to remove from the list, and click this button.
Edit
Click this button to edit the currently selected refund. This only applies to one refund at a time.
Preview
Click this button to see how the refund will appear when printed, saved as a PDF document, or
emailed to a customer.
Print
Click this button to print the currently selected refund(s).
Email
Use this button to send one or more selected refund(s) as a PDF document to a recipient via
email. You will asked to provide an email address.
Fax
Use this button to send one or more selected refund(s) to a recipient via fax. You will asked to
provide a fax number.
Save
Click this button to save the currently selected refund(s) as a PDF file on your computer.
Charge Credit Card
Click this if you want to refund the customer on their credit card. You must have set the
payment account (Credit card gateway) in Options on the Payments tab, as well as entered the
customer's custom credit card information in the listing.
Find Refund
Use this dialog box to search for a desired Refund in the list. You can search by Date, Refund
id number or Customer.
Find Next Refund
The commands Find Refund and Find Next Refund work together. The Option to use Find Next
Refund appears after you use Find Refund. Find Next Refund Will find the next Refund with
the same search criteria you entered in Find Refund.
When using Find Next Refund, after you have scrolled through all Refunds with matching
search criteria from Find Refund, A pop-up window will notify that "No more refunds matching
'(SEARCH CRITERIA)' could be found."
Note: If you delete the search criteria from the text box in Find Refund and click OK, a pop-up
window will notify "No matching '' could be found.". The Find Next Refund function will now be
grayed out and unselectable. The Find Next Refund function will be available again after you
use Find Refund.
147
Web Access Screen References - Recurring Order
Schedule
After you click the Save As Recurring button from the order dialog of the web interface, you will
be asked to select a schedule of the order.
Start Date
Select the date when the recurring order will start.
Interval
Select the interval of the recurring order. Choose from weekly, fortnightly, monthly, bimonthly,
quarterly, 6 months, annually, or every 2 years for the interval.
Replace the string %period% in any description with dates.
If you want to have the recurring date in the description, enabling this option will replace the
text "%period" to the recurring date.
Update the prices of any items which have been changed.
Enable this option to allow the prices of any items which have been changed.
148
Web Access Screen References - Select
Customers
Check All
Check this box if you want to select or deselect all customers.
Select Customers
This is the list of the customers that you want to generate reports.
149
Web Access Screen References - Select
Customers List Period
Check All
Check this box if you want to select or deselect all customers.
Select Customers
This is the list of the customers that you want to generate reports.
Select Period
Select a period of invoices to view from the pulldown menu. If you want to enter a custom
period, you may select any of the choices and then modify the dates.
Start Date
For a custom time period, enter a beginning date for the invoice range you would like to view.
End Date
Enter an ending date for the invoice range you would like to view.
Save Report as CSV
Select this to save the report as a CSV file.
Sort by Column
Select the column to use for sorting the Invoices. Choose either Descending or Ascending to
set the sorting order.
150
Web Access Screen References - Select Accounts
List Period
Select Account
This is the list of the accounts that you want to generate reports.
Select Period
Select a period of trasnactions to view from the pulldown menu. If you want to enter a custom
period, you may select any of the choices and then modify the dates.
Start Date
For a custom time period, enter a beginning date for the transaction range you would like to
view.
End Date
Enter an ending date for the transaction range you would like to view.
Save Report as CSV
Select this to save the report as a CSV file.
Sort by Column (when available)
Select the column to use for sorting the transactions. Choose either Descending or Ascending
to set the sorting order.
151
Screen References - Budget List
Use this screen to manage your budget records. A list of all the budgets you have entered in
Express Accounts is displayed here. To open the Budget list, click the
View menu and select B
udget.
Add
Click the Add button on the toolbar to create a new budget record.
Delete
To delete a budget record, select the budget record(s) you wish to remove from the list, and
click the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected budget record. You can only
edit one budget record at a time.
152
Screen References - Budget Main
Use this screen to edit your budget record.
Copy Across
Click the Copy Across button to copy the currently selected budget cell value across the row.
(Desktop version only)
Adjust Row Value...
Click the
Adjust Row Value
button to edit the currently selected budget cell value and either
increase or decrease the amount by the given percentage. (Desktop version only)
Clear
Click the Clear button to delete all values in the budget dialog. (Desktop version only)
153
Screen References - Adjust Row Value
Use this screen to increase or decrease your budget value.
Start
Select from either "First Month" or "Currently Selected Month" where the adjusting of values
would start.
Adjust each monthly amount in this row
Select either Increase or Decrease. Default is Increase
Enter Percentage
Enter a valid percentage amount. This will determine the percentage it will adjust the value of
the currently selected entry.
154
Screen References - Create Budget
Use the Create New Budget to start your budget. To get here, click the View, then Budget. To
start creating a budget, click on the Add button.
Start
Start of the budget year.
Balance Sheet (ending balance).
Choose this to create a Balance Sheet type of budget.
Profit and Loss (all activity for the year).
Choose this to create a Profit and Loss type of budget.
155
Screen References - New/Edit Invoice
The New/Edit Invoice dialog is where you fill in the details for an invoice. To open this dialog,
click the
Invoice icon on the toolbar of the Home, Sales, or Banking tab.
Billing Tab
Located in the upper right corner, the Billing tab is where you enter information relating to
the customer you are billing.
Customer
Choose the Customer from the pull down list, or enter a new customer. Adding new
customer here will create a new record for the customer on
Customer List
so you can
quickly access every time you create quotes, orders and invoices.
Bill To
Enter the address the invoice should be sent to.
Customer PO No.
The customer purchase order number is printed on the invoice and on the statements for
customer reference. Leave this blank if it is not required.
Customer Tax
Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a
foreign customer, for example).
Shipping Tab
Click the Shipping tab, behind the Billing tab, to enter shipping details for the customer.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Same as billing
Check this box to input the same address for the shipping address as you listed on the
Billing tab.
Ship By
Select the shipping method from the drop-menu, or enter a new shipping method. The Ship
By detail will be printed on the invoice for customer reference. Leave this blank if not
required.
Tracking Ref No.
The tracking reference number refers to the shipping method, and is printed on the invoice
for customer reference. Leave this blank if not required.
Shipping
Enter any shipping costs associated with the invoice in the field. If any tax should be applied
to the shipping, select the appropriate tax rate from the drop menu. Tax rates must be set
up on the
Options ~ Tax
tab before they will be available here.
Invoice Tab
The Invoice tab is in the upper right corner of the Invoice window and is where you can
select to create an invoice from a previous quote, order or draft, as well as enter any other
relevant invoice information.
Create From
You can use an existing Quote, Order or draft Invoice to create a new invoice. When you
select a type from the pull down list, Express Accounts will show a new window where you
can select a specific Quote, Order or Draft Invoice.
Date
Select the invoice date.
Terms
The payment terms are used to calculate the payment due date.
156
Salesperson
Enter the salesperson for this invoice, or choose one from the pull-down list.
Invoice Number
This number is automatically generated by Express Accounts, but can be changed when
creating a new invoice. However, when editing an invoice, the number cannot be changed.
Deposit Account
Select the invoice payment deposit account from the drop-down list.
Invoice Items
This is the list of items on the invoice. Click inside the item list to add a new item, or select
an existing item, and update the quantity invoiced. If the invoice is created from an order,
the items are not editable.
Add Discount
Click the Add Discount button to apply a discount either to the entire invoice, or to a line
item. See the
Apply Discount
help topic for more information about discounting.
Comments Tabs
Comments
These comments are printed on the bottom of the invoice above the Notes and Foot
comments.
Private Comments
These are notes for internal use only - they are not printed on the invoice.
Note Comment
These notes are printed on the bottom of the invoice above the Foot comments.
[Default] "Please contact us for more information about payment options."
Foot Comment
These foot comments are printed on the bottom of the invoice.
[Default] "Thank you for your business."
Total
This is the sales tax and total display. If you think the sales tax calculation is wrong, please
see the Tax tab of Options.
Record
Click on this button to Record the invoice. To select the action (to Print, Email or Fax the
invoice), click on the pull down list. You can also save the invoice as a draft, save as a
recurring invoice, or preview the invoice. You can also select to Record with Payment, so
the invoice will be recorded as paid.
The invoice will always be recorded even when the
actions of Print, Email or Fax, may have been cancelled or failed to complete.
Note: If Inventoria Application Integration or stock level management is enabled, all
invoices created from recurring invoices will cause a stock quantity change, even if the
recurring invoice was originally an order for which a quantity change has been recorded.
Creating a separate invoice directly from that order will not result in an extra quantity
change.
Invoice Options
Click the Invoice Options button to open the configuration options for invoices, where you
can change the appearance of the final invoice, change heading titles, and preview the look
of the final invoice.
157
Screen References - New/Edit Credit Note
The New/Edit Credit Note dialog is where you fill in the details for a credit note. To open this
dialog, click the
Credit Note menu item in the Sales menu
Create From
To create a new credit note from a previous invoice, or draft credit note, select the type from
the drop-menu to open the invoice list, sort draft credit notes list. Click the invoice, or credit
note you need, then click
Select to fill the details in on the new credit note.
Credit Note Customer
Either type the name of the customer, or use the drop menu to select a previous customer.
Adding a new customer into this field will create a record for that customer, which you can
complete later with their contact details from the
Customer List
.
Customer Address
Enter the customer address.
Date
Select the Credit Note date.
Salesperson
Enter the salesperson for this credit note, or choose one from the pull-down list.
Invoice
This field displays the invoice to which this Credit Note has been applied.
Tax
Select any special sales tax option, e.g., if this is a special customer who is sales-tax exempt
(for example a foreign customer).
Deposit Account
Select a deposit account for the transaction from the drop-down menu.
Credit Note Items
This is the list of items on the credit note. Click on the Add button to add a new item, then click
within the Item or Description cells to access a drop-menu where you can select an item, or
type the name of a new item. New items will automatically be added to the
Items List
. Change
the Quantity or Unit Value by typing in a new value. Remove an item by clicking the 'trash' icon
at the left of the item entry.
Add Discount
Click the Add Discount button to apply a discount either to all items, or to a line item. See the
Apply Discount
help topic for more information about discounting.
Comments
These notes are printed on the bottom of the Credit Note.
Private Comments
These are notes for internal use only they are not printed on the Credit Note.
Total
This is the sales tax and total display. If you think the sales tax calculation is wrong, please see
the Tax tab of Options.
Record
Click on this button to view options for Recording a Credit Note. Click on the pull down list and
select an action. You can Record and Print, Record and Fax, or Record and Email. You can
also select to Record Only, Save as Draft or Preview the Credit Note.
158
Screen References - New/Edit Sales Order
The New/Edit Sales Order dialog is where you fill in the details for an order. To open this
dialog, click the
Sales menu and select New Sales Order, or click the Create new Sales
Order
link in the explorer bar on the Sales tab
Quote Number
If you want to use a previous quote to create the sales order, choose the quote from the pull
down list. For a new sales order, leave the pull down display blank.
Customer
Choose the Customer from the pull down list, or enter a new customer. Adding new customer
here will create a new record for the customer on
Customer List
so you can quickly access
every time you create quotes, orders and invoices.
Date
Select the order date.
Terms
The payment terms are used to calculate the payment due date.
Salesperson
Enter the salesperson for this order, or choose one from the pull-down list.
Save changes to this customer (if available)
Tick this if you want the selected customers address to be the introduced "Bill To" address.
Bill To
Enter the address the order should be sent to.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Customer PO No.
The customer purchase order number is printed on the order and on the statements for
customer reference. Leave this blank if not required.
Tax
Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a
foreign customer, for example).
Ship By
Select the shipping method from the drop-menu, or enter a new shipping method. The Ship By
detail will be printed on the order for customer reference. Leave this blank if not required.
Tracking Ref No.
The tracking reference number refers to the shipping method, and is printed on the order for
customer reference. Leave this blank if not required.
Order Items
This is the list of items on the order. Click on the Add button to add a new item, then click
within the Item or Description cells to access a drop-menu where you can select an item, or
type the name of a new item. Change the Quantity or Unit Value by typing in a new value.
Remove an item by clicking the red "X" at the right of the item entry.
When you enter new items here, they will automatically be added to the
Items List
so you can
quickly add them to orders, quotes and invoices later.
Add Discount
Click the Add Discount button to apply a discount either to the entire invoice, or to a line item.
See the
Apply Discount
help topic for more information about discounting.
Comments
These notes are printed on the bottom of the order.
Private Comments
These are notes for internal use only - they are not printed on the order.
159
Total
This is the sales tax, subtotal and total display. If the sales tax calculation is wrong, please see
Taxes
in the Getting Started section and
Options ~ Tax
for more information.
Save and Preview
Save the order, and preview how the Sales Order will look by clicking the button in the lower
left corner of the window.
Convert to Invoice / Edit Invoice
If there is not yet an invoice for this sales order the Convert to Invoice button will be shown, if
there is already an invoice then the
Edit Invoice button will be shown.
Convert to Invoice
You can quickly turn the sales order into an invoice by clicking this button. Doing so will
save a copy of the sales order in the
Sales Order List
with a status of "Invoiced."
Edit Invoice
Edit the existing invoice for this order.
Record
Click on this button to Record or save the order. To record and print, fax, or email click on the
pull down list and select an action. You can also select to Record with Payment, so the order
will be recorded as paid, or select to record as recurring if the order should be created on a
schedule.
160
Screen References - New/Edit Purchase Order
The New/Edit Purchase Order dialog is where you fill in the details for a purchase order. To
open this dialog, click the
Purchases menu and select New Purchase Order.
Order Supplier
Choose the Supplier from the pull down list, or enter a new supplier. Adding new suppliers
here will create a new record for the supplier on
Suppliers List
so you can quickly access every
time you create purchase orders.
Date
Select the purchase order date.
Vendor address
Enter the vendor's address.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Tax
Select the special sales tax exempt option if this is a supplier who is sales-tax exempt (a
foreign supplier, for example).
Purchase Order Items
This is the list of items on the order. Click on the Add button to add a new item, then click
within the Item or Description cells to access a drop-menu where you can select an item, or
type the name of a new item. Change the Quantity or Unit Value by typing in a new value.
Remove an item by clicking the red "X" at the right of the item entry.
When you enter new items here, they will automatically be added to the
Items List
so you can
quickly add them to orders, quotes and invoices later.
Comments
These comments are printed on the bottom of the purchase order.
Private Comments
These are comments for internal use only - they are not printed on the purchase order.
Total
This is the sales tax, subtotal and total display. If the sales tax calculation is wrong, please see
Taxes
in the Getting Started section and
Options ~ Tax
for more information.
Save and Preview
Click this button to save any changes to the purchase order and preview how the purchase
order will look like before printing.
Record
Click on this button to Record or save the order. To record and print, fax, or email click on the
pull down list and select an action.
161
Screen References - New/Edit Accounts Payable
The New/Edit Accounts Payable dialog is where you can enter a bill you have received for
payment at a later date. To open this dialog, click the
Purchases menu and select Enter
Accounts Payable,
or click the Enter Payable icon on the toolbar of the Home tab, Purchas
es
tab, Banking tab, or Reports tab.
Supplier
Choose the Supplier from the pull down list, or enter a new supplier. Adding new suppliers
here will create a new record for the supplier on the
Suppliers List
so you can quickly access
them every time you create purchase orders.
Date
Select the date.
Vendor address
Enter the vendor's address.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Tax
Select the special sales tax exempt option if this is a supplier who is sales-tax exempt (a
foreign supplier, for example).
Accounts Payable Items
This is the list of items on the bill. Click on the Add button to add a new item, then click within
the Item or Description cells to access a drop-menu where you can select an item, or type the
name of a new item. Change the Quantity or Unit Value by typing in a new value. Remove an
item by clicking the red "X" at the right of the item entry.
When you enter new items here, they will automatically be added to the
Items List
so you can
quickly add them to orders, quotes and invoices later.
Private Notes
These are notes for internal use only.
Total
This is the sales tax, subtotal and total display. If the sales tax calculation is wrong, please see
Taxes
in the Getting Started section and
Options ~ Tax
for more information.
Record
Click on this button to Record bill.
162
Screen References - New/Edit Quote
The New/Edit Quote dialog is where you fill in the details for a quote. To open this dialog, click
the
Sales menu and select New Quote.
Customer
Choose the Customer from the pull down list, or enter a new customer. Adding new customer
here will create a new record for the customer on
Customer List
so you can quickly access
every time you create quotes, orders and invoices.
Date
Select the quote date.
Salesperson
Enter the salesperson for this quote, or choose one from the pull-down list.
Bill To
Enter the address the quote should be sent to.
Ship To
Enter the address the products should be sent to. Leave this blank if this is not required.
Tax
Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a
foreign customer, for example).
Quote Items
This is the list of items on the quote. Click on the Add button to add a new item, then click
within the Item or Description cells to access a drop-menu where you can select an item, or
type the name of a new item. Change the Quantity or Unit Value by typing in a new value.
Remove an item by clicking the 'trash' icon at the left of the item entry.
When you enter new items here, they will automatically be added to the
Items List
so you can
quickly add them to orders, quotes and invoices later.
Add Discount
Click the Add Discount button to apply a discount either to the entire quote, or to a line item.
See the
Apply Discount
help topic for more information about discounting.
Comments
These notes are printed on the bottom of the quote.
Private Comments
These are notes for internal use only - they are not printed on the quote.
Total
This is the sales tax, subtotal and total display. If the sales tax calculation is wrong, please see
Taxes
in the Getting Started section and
Options ~ Tax
for more information.
Save and Preview
Click this button to see how the quote will appear when printed, saved as a PDF document, or
emailed to a customer.
Convert to Invoice / Edit Invoice
If there is not yet an invoice for this quote the Convert to Invoice button will be shown, if there
is already an invoice then the
Edit Invoice button will be shown.
Convert to Invoice
Convert the quote to an invoice. The quote status will be upgraded to Invoiced in the
system, and the New Invoice window will appear with the details from the quote filled in.
Edit Invoice
Edit the existing invoice for this quote.
Record
Click on this button to Record or save the quote. To record and print, fax, or email click on the
pull down list and select an action.
163
Screen References - Reconcile Account
When it is time to reconcile your Express Accounts records with your bank statement, use the
Account Reconciliation. You can reconcile manually, or upload your electronic bank statement
into Express Accounts for faster reconciliation. To open the Reconcile Account window, click
the
Transactions menu and select Reconcile Account, or press Ctrl+E.
The Reconcile Account window is split into two sections. At the top is the Local Ledger
Transactions where your unreconciled transaction records entered in Express Accounts are
displayed. At the bottom is where your bank statement is displayed, if loaded.
Local Ledger Transactions
Account
Select the account you wish to reconcile from the pull down list of accounts.
Last Reconciled Date
The last date the selected account was reconciled will appear here.
Bank Statement Date
Enter the statement date that appears on your bank statement, or select a date from the
calendar drop-down.
New Statement Balance
Enter the ending balance that appears on your bank statement.
Calculated Statement Balance
The number that appears here is the account's balance before reconciliation.
Out of Balance
If this field contains a value other than zero, you may have errors in your records. As you
compare your entries with the bank statement, those errors will probably become apparent.
List of account entries
This is the list of account entries that have not yet been reconciled. For manual reconciliation,
tick the checkbox of each entry that has a matching entry on your bank statement to reconcile
the entry. For electronic reconciliation, you'll need to load your bank statement into the
reconciliation window (see below). Entries that match up automatically will be checked off and
will appear in green. To match an entry to an entry in the bank statement transaction's list, click
in the Bank's Memo column for the local entry and select the bank entry that matches from the
drop menu that appears.
If, during reconciliation, you find errors in your local ledger transactions list, double click the
entry to view the entry on the journal, then select the entry and click Edit.
Add a new payment transaction
Click here to add a new payment transaction. If you discover a missing payment entry, clicking
this button will allow you to enter the transaction without exiting the reconciliation session.
Add a new receipt transaction
Click this button to add a new receipt transaction. If you discover a missing receipt entry,
clicking this button will allow you to enter the transaction without exiting the reconciliation
session.
Bank Statement's Transactions
This is the list of bank statement transactions. Entries will not appear in this list until you load a
bank statement into the current reconciliation. Entries that match automatically will be checked
off and displayed in green. To match an entry to an entry in the local ledger transactions list,
click in the Ledger's Ref column for the bank entry and select the local ledger entry that
matches. Entries that appear in red are highlighted as possible recurring fee transactions. If
you select the entry and click
Add Transaction, the entry will be added to the local ledger list,
and will be automatically added to the local ledger list every time a bank statement containing
the entry is loaded to the Reconcile Account dialog.
164
Load a bank statement
Click the Load a bank statement to load an external bank statement in CSV or OFX format.
You can use either one of the following formats:
1. DATE - JOURNAL MEMO - AMOUNT. Wherein a negative amount corresponds to
Payments, and Deposits otherwise.
2. DATE - JOURNAL MEMO - DEPOSITS - PAYMENTS. Using this format requires a zero
(0) value for blank entries (either deposit or payment).
Add Transaction
This button allows you to quickly add an entry from your bank statement to your local ledger.
Select an entry in the bank transactions list and click the Add Transaction button to open the
Payment or the Receipts dialog.
Rollback to Previous
This button allows you to undo the last reconcile for the selected account. You may want to
rollback if you have done a reconciliation by mistake or you have received more transactions
that should have been included in the last reconcile.
Please note that this button will only be enabled when there is a valid reconciliation to rollback
to and you will only be able to go back at most one reconciliation.
165
Screen References - Journal Entry
From the Journal Entry dialog, you can enter the details of any type of transaction and then
allocate the amount to two or more accounts. To make a manual journal entry, click the
Transa
ctions menu
and select Manual Journal Entry, or press Ctrl+J, or access the Journal
entry dialog from the Journal dialog by clicking the
Add button on the Journal toolbar.
Date
Select the date for this journal entry.
Journal
Select the Journal the transaction should be recorded to from the drop menu.
Reference
Enter reference id for this entry if you wish to record a reference id different from the auto
generated id.
Journal Memo
Add a note about this journal entry that will help you remember what the entry is for.
Account Allocation
Allocate amounts to the accounts for this entry. Click in the table to add an account. Select an
account by number or name by clicking in the either the Number or Name cells and select an
account. Be sure to add both debit and credit accounts and click Record when the account
amounts balance each other out.
Out-of-balance amount
If the debit and credit accounts do not balance, the out of balance amount will be displayed
beneath the Account Allocation list.
Use Template
Before any information is entered into the Journal Entry dialog, the Use Template button will be
available. Click this button to fill in the journal entries with details from a transaction template
you have previously created.
Save As Template
You can make a template of transactions you make repeatedly to save yourself time. To create
a new template, first fill in the details of the transaction on the Journal Entry, then click the
Save As Template button at the bottom left of the dialog. You'll be prompted to name the
template, and then the details will be saved to a list you can access next time you need to
apply the transaction to the journal.
Record
Click on this button to save the journal entry.
166
Screen References - Accounts Payable
The Accounts Payable dialog is where you can enter a bill you have received for payment at a
later date. To open this dialog, click the
Purchases menu and select Enter Accounts
Payable,
or click the Enter Payable icon on the toolbar of the Home tab, Purchases tab, Ba
nking
tab, or Reports tab.
Date
Select the date for this transaction.
Due Date
Select the due date for this transaction.
Supplier
Enter the supplier the account payable is owed to.
Supplier Address
Enter the supplier's address.
Accounts Payable
Select the account this transaction will be applied to.
Balance
The balance of the account selected above will be displayed in this field for your reference.
Amount
Enter the amount of the transaction.
Reference number
Add an optional reference number that will appear in the Accounts Payable list, and will appear
in a Payment made against this Accounts Payable.
Memo
Add a note about this transaction that will help you identify the transaction on the journal.
Account Allocation
Allocate amounts to the accounts for this entry. Click in the table to add an account. Select an
account by number or name by clicking in the either the Number or Name cells and select an
account. Be sure to add both debit and credit accounts and click Record when the account
amounts balance each other out.
Record
Click Record button to save the bill.
Out-of-balance amount
If the debit and credit accounts do not balance, the out of balance amount will be displayed
beneath the Account Allocation list.
167
Screen References - Link Purchase Orders
The Link Purchase Orders dialog is where you can edit the outstanding purchase orders of the
chosen supplier. Use the pull down list to switch between purchase orders, and the item list to
edit the order contents. Changes to purchase orders will only be saved when you click the
Finis
h
button.
Purchase Order
Select the purchase order to edit.
168
Screen References - Payments and Purchases
From the Payments and Purchases dialog, you can record the details of purchase or payment
transactions and then allocate the amount to two or more accounts. To make a purchase or
payment entry on the
Home tab, click Make a payment in the left sidebar under the Transacti
ons
menu. You can also go to the Purchases tab and click the Payment button on
the top toolbar, or click the
Immediate payment or purchase block. The web version of this
dialog may be opened with the
Make a payment link on the main page or with the Add New
Check
button on the Check List page.
Transaction Date
Select the date for this transaction.
Pay To
Select the supplier this transaction is for. You can open the Suppliers List window to select a
supplier, or create a new supplier, by clicking the Suppliers List button.
Account
Select the account this transaction will be applied to.
Account Balance
The balance of the account selected above will be displayed in this field for your reference.
Method
Select the method of payment for this transaction. Payment methods for your business are
configured in the Options -> Payments page.
Amount
Enter the amount of the receipt or deposit.
Reference Number
This is an optional field you can use to better manage your payments, such as an invoice
number provided by a supplier. If you are entering the payment as a check, this reference
number will appear on the check during printing.
Transaction Reference
The appropriate transaction reference id is already entered in this field. If you wish to enter a
different id you can enter it instead.
Check No.
This field is only available if "Check" is selected as the payment method. Check numbers are
automatically generated by Express Accounts, but you can enter a different number if required.
Journal Memo
Add a note about this transaction that will help you identify the transaction on the journal.
Account Allocation
Allocate amounts to the accounts for this entry. Click in the table to add an account. Select an
account by number or name by clicking in the either the Number or Name cells and select an
account. Be sure to add both debit and credit accounts and click Record when the account
amounts balance each other out.
Out-of-balance amount
If the debit and credit accounts do not balance, the out of balance amount will be displayed
beneath the Account Allocation list.
Use Template (Desktop version only)
Before any information is entered into the Journal Entry dialog, the Use Template button will be
available. Click this button to fill in the receipt or deposit entry with details from a transaction
template you have previously created.
Save As Template (Desktop version only)
169
You can make a template of transactions you make repeatedly to save yourself time. To create
a new template, first fill in the details of the transaction on the Receipt and Deposits dialog,
then click the Save As Template button at the bottom left of the dialog. You'll be prompted to
name the template, and then the details will be saved to a list you can access next time you
need to apply the transaction to the journal.
Record Options
When you are ready to apply your payment, you can select from the recording options at the
bottom of the window. Click the main part of the button to simply record payment, or select
Record and Print Check by clicking the arrow on the right side of that button.
170
Screen References - Receipts and Deposits
From the Receipts and Deposits dialog, you can record the details of receipt or deposit
transactions and then allocate the amount to two or more accounts. To make a receipt or
deposit entry, click the
Transactions menu and select Receive a Payment. In the web
interface, click the
Receive a payment link in the right-side navigation panel of the main page.
Transaction Date
Select the date for this transaction.
Deposit Account
Select the account this transaction will be applied to.
Balance (Desktop version only)
The balance of the account selected above will be displayed in this field for your reference.
Amount
Enter the amount of the receipt or deposit.
Reference Number
A payment received that can be cataloged with an optional reference number. A reference
number is also usually provided by the supplier.
Check Number
The current Check prefix and/or Check number are displayed. You can change either to suit
your needs. The number will increment by one each time a check is entered.
Transaction Reference
The appropriate transaction reference id is already entered in this field. If you wish to enter a
different id you can enter it instead.
Journal Memo
Add a note about this transaction that will help you identify the transaction on the journal.
Account Allocation
Allocate amounts to the accounts for this entry. Click in the table to add an account. Select an
account by number or name by clicking in the either the Number or Name cells and select an
account. Be sure to add both debit and credit accounts and click Record when the account
amounts balance each other out.
Out-of-balance amount
If the debit and credit accounts do not balance, the out of balance amount will be displayed
beneath the Account Allocation list.
Use Template (if available)
Before any information is entered into the Journal Entry dialog, the Use Template button will be
available. Click this button to fill in the receipt or deposit entry with details from a transaction
template you have previously created.
Save As Template (if available)
You can make a template of transactions you make repeatedly to save yourself time. To create
a new template, first fill in the details of the transaction on the Receipt and Deposits dialog,
then click the Save As Template button at the bottom left of the dialog. You'll be prompted to
name the template, and then the details will be saved to a list you can access next time you
need to apply the transaction to the journal.
Record
Click on this button to Record your receipt or deposit transaction.
171
Screen References - Report View
From the report view, you can preview, print, save, email, or fax a report. All report windows
will have the same options, which are described below. To view reports, click the
Reports tab
and select the type of report you would like to view.
Preview
Click the Preview button to preview the report as it will appear in a pdf file or on a printed page.
If the preview looks different than the printout, you may want to check your paper setting on the
Regional tab of the Options dialog.
Print
Click the Print button to send the report to the printer.
Save
You can save a report as a PDF or CSV file by clicking the Save button.
Email
You can email a report as a PDF file by clicking the Email button. Your email settings must be
set up before this operation can be completed, which can be done on the Other tab of the
Options dialog in the Send Settings section.
Fax
You can send a report by Fax as a PDF file by clicking the Fax button. Your fax settings must
be set up before this operation can be completed, which can be done on the Other tab of the
Options dialog in the Send Settings section.
172
Screen References - Chart of Accounts List
Use this screen to manage your accounts: the number assigned to an account, the type of
account, if it is a header account, and if it is an account open at the bank. The accounts are
displayed in a list. To open the Chart of Accounts, from the
Home tab click the View icon in
the toolbar and select
Chart of Accounts. To edit the account properties, double-click the
account to open the
Account Properties
dialog.
New
Click this button to create a new account or add a new default account.
Edit
Click this button to edit the account properties, such as account number and type, the name,
and opening balance, of the account selected in the list. This only applies to one account at a
time.
Delete
To delete accounts, select the account(s) you wish to remove from the list, and click this
button. You can delete any account as long as it hasn't been used in a transaction.
Create Default (Desktop version only)
This adds a default account list to the Chart of Accounts. If you already have a default list, then
you would not see any difference when clicking on this option.
Restore (Desktop version only)
Click this button to restore the currently selected account. This only applies to one account at a
time. To view deleted accounts, make sure the 'Also show deleted accounts' checkbox is ticked.
Number of digits in account number (Desktop version only)
You can define the number of digits for an account number. Each account created will be
required to have an account number with the number of digits specified here.
Also show recently deleted accounts (Desktop version only)
Tick this checkbox if you would like to view accounts that have recently been deleted. When
this box is checked, deleted accounts will appear in the list highlighted in pink.
173
Screen References - Invoices List
Use this screen to manage your invoices. A list of all the invoices you have created in Express
Accounts is displayed here. To open the Invoices list, click the
View menu and select Invoices
.
Invoice
Under the Invoice menu you have the following actions with their short cut keys.
Find Invoice - Ctrl + F
Use this dialog box to search for a desired Invoice in the list. You can search by Date,
Invoice number, Order or Customer.
Find Next Invoice - F3
The commands Find Invoice and Find Next Invoice work together. The Option to use Find
Next Invoice appears after you use Find Invoice. Find Next Invoice Will find the next Invoice
with the same search criteria you entered in Find Invoice.
When using Find Next Invoice, after you have scrolled through all Invoices with matching
search criteria from Find Invoice, A pop-up window will notify that "No more invoices
matching '(SEARCH CRITERIA)' could be found."
Note: If you delete the search criteria from the text box in Find Invoice and click OK,a
pop-up window will notify "No matching '' could be found.". The Find Next Invoice function
will now be grayed out and unselectable. The Find Next Invoice function will be available
again after you use Find Invoice.
For the following actions you must first have an Invoice selected from your list.
Print Invoice - Ctrl + P
This command will open a Print dialog window and allow you to print your invoice or safe as
a .pdf document.
Print Preview - Ctrl + Shift + P
The Print Preview window displays the Invoice as it will be printed by the printer.
Email Invoice - Ctrl + E
Allows you to send the Invoice to an email recipient.
Show Log - Ctrl + L
This dialog box displays the logs of the selected record.
Apply Payment - Ctrl + Y
This window allows you to Add or Edit payments received.
Apply Credit Note - Ctrl + C
The Apply Credit Note window is where you can apply a customer's credit notes to their
overdue invoices.
Import Invoices from CSV
External data can be imported into Express Accounts using csv files. A window will open
that allows you to choose the CSV file you want to import from where you have it saved.
Packing Slip
Under the Packing Slip menu you will find options for including a Packing Slip in your order.
You must have an invoice selected to perform the following actions.
Preview Packing Slip - Ctrl + Shift + S
The Preview Packing Slip window displays the Packing Slip as it will be printed by the
printer.
Print Packing Slip - Ctrl + S
This command will open a Print dialog window and allow you to print your Packing Slip or
save it as a .pdf document.
Email Packing Slip
Allows you to send a Packing Slip to an email recipient.
174
Fax Packing Slip
Allows you to send a Packing Slip via a telephone fax number.
Save As PDF
Allows you to save your Packing Slip as a .pdf document.
Shipping Label
Under this menu you will find options for creating a Shipping Label in your order. You must
have an invoice selected to perform the following actions and specify shipping instructions.
Preview Shipping Label
The Preview Shipping Label window displays the Shipping Label as it will be printed by the
printer.
Print Shipping Label
This command will open a Print dialog window and allow you to print your Shipping Label or
save it as a .pdf document.
Email Shipping Label
Allows you to send a shipping label to an email recipient.
Fax Shipping Label
Allows you to send a shipping label via a telephone fax number.
Save As PDF
Allows you to save your shipping label as a .pdf document.
Help
The Help menu contains a link to the Express Accounts Help documentation, links for the
Express Accounts webpage, technical support, related programs, and other links you might
find useful.
You can refine the contents of the Invoices list by using the interactive filter controls below
the main toolbar. Use the Period drop menu to filter the listed invoices by date, and the Start
and End date pickers can be used to fine tune the date period. The Customer selector can also
be used to further restrict the invoice selection to a specific customer, and the Display Invoices
selector lets you choose between recorded or draft invoices only.
New
Click the New button on the toolbar to create a new invoice.
Copy
Clicking the Copy button will create a new invoice and fill in the customer and item information
automatically using the selected invoice.
Delete
To delete invoices, select the invoice(s) you wish to remove from the list, and click the Delete
button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected invoice. You can only edit one
invoice at a time.
Preview
Click the Preview button on the toolbar to see how the currently selected invoice will appear
when printed, saved as a PDF document, or emailed to a customer.
Print
Click the Print button on the toolbar to print the currently selected invoice(s).
Email
Click the Email button on the toolbar to send one or more selected invoice(s) as a PDF
document to a recipient via email. You will be asked to provide an email address. Your email
settings must be set up before this operation can be completed, which can be done on the
Other tab of the Options dialog in the Send Settings section.
Fax
175
Use the Fax button on the toolbar to send one or more selected invoice(s) to a recipient via
fax. You will be asked to provide a fax number. Your fax settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in the
Send Settings section.
Save
Click the Save button on the toolbar to save the currently selected invoice(s) as a PDF file on
your computer.
Payment
Click the Payment button on the toolbar to receive a payment for the selected invoice.
Credit Note
Click the Credit Note button on the toolbar to apply a credit note towards the selected invoice.
Packing Slip
Click the Packing Slip menu to view options for creating a packing slip for the currently
selected invoice. Packing slips can be previewed, printed, emailed, faxed, or saved.
Shipping Label
Click the Shipping Label menu to view options for creating a shipping label for the currently
selected invoice. Shipping labels can be previewed, printed, emailed, faxed, or saved.
176
Screen References - Select Invoice List
Use this screen to select an invoice. A list of all the invoices you have created in Express
Accounts is displayed here. To open the Invoices list, click the
View menu and select Invoices
.
You can refine the contents of the Invoices list by using the interactive filter controls below the
main toolbar. Use the Period drop menu to filter the listed invoices by date, and the Start and
End date pickers can be used to fine tune the date period. The Customer selector can also be
used to further restrict the invoice selection to a specific customer, and the Display Invoices
selector lets you choose between recorded or draft invoices only.
Select
Click the Select button on the toolbar to select the highlighted invoice.
Find Invoice - Ctrl + F
Use this dialog box to search for a desired Invoice in the list. You can search by Date, Invoice
number, Order, Customer or Salesperson.
Find Next Invoice - F3
The commands Find Invoice and Find Next Invoice work together. The Option to use Find Next
Invoice appears after you use Find Invoice. Find Next Invoice Will find the next Invoice with the
same search criteria you entered in Find Invoice.
When using Find Next Invoice, after you have scrolled through all Invoices with matching
search criteria from Find Invoice, A pop-up window will notify that "No more invoices matching
'(SEARCH CRITERIA)' could be found."
Note: If you delete the search criteria from the text box in Find Invoice and click OK, a pop-up
window will notify "No matching '' could be found.". The Find Next Invoice function will now be
grayed out and unselectable. The Find Next Invoice function will be available again after you
use Find Invoice.
177
Screen References - Quotes List
Use this screen to manage your customer quotes. A list of all the quotes you have created in
Express Accounts is displayed here. To open the Quotes list, click the
View menu and select
Quote
Under the Quote menu you have the following actions with their short cut keys.
New Quote
This option will open the Edit Quote dialog with a new empty quote.
Copy Quote
This option will create a new Quote and fill in the customer and item information
automatically using the selected Quote.
Delete Quote(s)
This option will delete the selected quotes from the quotes list.
Edit Quote
This option will open the Edit Quote dialog with the selected quote.
Create Order
This option will create an Order from your Quote.
Create Invoice
This option will create an Invoice from your Quote.
Find Quote - Ctrl + F
Use this dialog box to search for a desired Quote in the list. You can search by Date, Quote,
or Customer.
Find Next Quote - F3
The commands Find Quote and Find Next Quote work together. The option to use Find
Next Quote appears after you use Find Quote. Find Next Quote Will find the next Quote
with the same search criteria you entered in Find Quote.
When using Find Next Quote, after you have scrolled through all Quotes with matching
search criteria from Find Quote, A pop-up window will notify that "No more quotes matching
'(SEARCH CRITERIA)' could be found."
Note: If you delete the search criteria from the text box in Find Quote and click OK, a
pop-up window will notify "No matching '' could be found.". The Find Next Quote function
will now be grayed out and unselectable. The Find Next Quote function will be available
again after you use Find Quote.
For the following actions you must first have a Quote selected from your list.
Print Quote - Ctrl + P
This command will open a print dialog window and allow you to print your Quote or safe as
a .pdf document.
Print Preview - Ctrl + Shift + P
The Print Preview window displays the Quote as it will be printed by the printer.
Email Quote - Ctrl + E
Allows you to send the Quote to an email recipient.
Fax Quote
Allows you to send a Quote via a telephone fax number.
Save As PDF
Allows you to save your Quote as a .pdf document.
Import Quotes from CSV
External data can be imported into Express Accounts using csv files. A window will open
that allows you to choose the CSV file you want to import from where you have it saved.
Help
178
The Help menu contains a link to the Express Accounts Help documentation, links for the
Express Accounts webpage, technical support, related programs, and other links you might
find useful.
You can refine the contents of the Quotes list by using the interactive filter controls below
the main toolbar. Use the Period drop menu to filter the listed quotes by date, and the Start and
End date pickers can be used to fine tune the date period. The Customer selector can also be
used to further restrict the quote selection to a specific customer, and the Display Quotes
selector lets you choose between recorded or draft quotes only.
New
Click the New button on the toolbar to create a new quote.
Copy
Clicking the Copy button will create a new quote and fill in the customer and item information
automatically using the selected quote.
Delete
To delete quotes, select the quote(s) you wish to remove from the list, and click the Delete
button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected quote. You can only edit one
quote at a time.
Order
Click the Order button on the toolbar to create a new Order using the currently selected quote.
The information for the new Order will be filled in using the selected quote.
Invoice
Click the Invoice button on the toolbar to create a new Invoice using the currently selected
quote. The information for the new Invoice will be filled in using the selected quote.
Preview
Click the Preview button on the toolbar to see how the currently selected quote will appear
when printed, saved as a PDF document, or emailed to a customer.
Print
Click the Print button on the toolbar to print the currently selected quote(s).
Email
Click the Email button on the toolbar to send one or more selected quote(s) as a PDF
document to a recipient via email. You will be asked to provide an email address. Your email
settings must be set up before this operation can be completed, which can be done on the
Other tab of the Options dialog in the Send Settings section.
Fax
Use the Fax button on the toolbar to send one or more selected quote(s) to a recipient via fax.
You will be asked to provide a fax number. Your fax settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in the
Send Settings section.
Save
Click the Save button on the toolbar to save the currently selected quote(s) as a PDF file on
your computer.
179
Screen References - Select Quote List
Use this screen to select a quote. A list of all the quotes you have created in Express Accounts
is displayed here. To open the Quotes list, click the
View menu and select Quotes.
You can refine the contents of the Quotes list by using the interactive filter controls below the
main toolbar. Use the Period drop menu to filter the listed quotes by date, and the Start and
End date pickers can be used to fine tune the date period. The Customer selector can also be
used to further restrict the quote selection to a specific customer, and the Display Quotes
selector lets you choose between recorded or draft quotes only.
Select
Click the Select button on the toolbar to selected the highlighted quote.
180
Screen References - Sales Orders List
Use this screen to manage your customer sales orders. A list of all the sales orders you have
created in Express Accounts is displayed here. To open the Sales Orders list, click the
View
menu
and select Sales Orders.
Order
Under the Order menu you have the following actions with their short cut keys.
Convert this order to an invoice
This option will create your Order into an Invoice.
Find Order - Ctrl + F
Use this dialog box to search for a desired Order in the list. You can search by Date, Order
number, Quote or Customer.
Find Next Order - F3
The commands Find Order and Find Next Order work together. The Option to use Find Next
Order appears after you use Find Order. Find Next Order Will find the next Order with the
same search criteria you entered in Find Order.
When using Find Next Order, after you have scrolled through all Orders with matching
search criteria from Find Invoice, A pop-up window will notify that "No more orders matching
'(SEARCH CRITERIA)' could be found."
Note: If you delete the search criteria from the text box in Find Order and click OK, a pop-up
window will notify "No matching '' could be found.". The Find Next Order function will now be
grayed out and unselectable. The Find Next Order function will be available again after you
use Find Order.
For the following actions you must first have an Order selected from your list.
Print Order - Ctrl + P
This command will open a Print dialog window and allow you to print your Order or safe as
a .pdf document.
Print Preview - Ctrl + Shift + P
The Print Preview window displays the Order as it will be printed by the printer.
Email Order - Ctrl + E
Allows you to send the Order to an email recipient.
Fax Order
Allows you to send an Order via a telephone fax number.
Save As PDF
Allows you to save your Order as a .pdf document.
Import Orders from CSV
External data can be imported into Express Accounts using csv files. A window will open
that allows you to choose the CSV file you want to import from where you have it saved.
Help
The Help menu contains a link to the Express Accounts Help documentation, links for the
Express Accounts webpage, technical support, related programs, and other links you might
find useful.
You can refine the contents of the Sales Orders list by using the interactive filter controls
below the main toolbar. Use the Period drop menu to filter the listed sales orders by date, and
the Start and End date pickers can be used to fine tune the date period. The Customer selector
can also be used to further restrict the sales order selection to a specific customer, and the
Display Sales Orders selector lets you choose between recorded or draft sales orders only.
New
Click the New button on the toolbar to create a new sales order.
Delete
181
To delete sales orders, select the sales order(s) you wish to remove from the list, and click the
Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected sales order. You can only edit
one sales order at a time.
Invoice
Click the Invoice button on the toolbar to create a new Invoice using the currently selected
order. The information for the new Invoice will be filled in using the selected order.
Preview
Click the Preview button on the toolbar to see how the currently selected sales order will
appear when printed, saved as a PDF document, or emailed to a customer.
Print
Click the Print button on the toolbar to print the currently selected sales order(s).
Email
Click the Email button on the toolbar to send one or more selected sales order(s) as a PDF
document to a recipient via email. You will be asked to provide an email address. Your email
settings must be set up before this operation can be completed, which can be done on the
Other tab of the Options dialog in the Send Settings section.
Fax
Use the Fax button on the toolbar to send one or more selected sales order(s) to a recipient via
fax. You will be asked to provide a fax number. Your fax settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in the
Send Settings section.
Save
Click the Save button on the toolbar to save the currently selected sales order(s) as a PDF file
on your computer.
182
Screen References - Select Sales Orders List
Use this screen to select a sales order. A list of all the sales orders you have created in
Express Accounts is displayed here. To open the Sales Orders list, click the
View menu and
select
Sales Orders.
You can refine the contents of the Sales Orders list by using the interactive filter controls below
the main toolbar. Use the Period drop menu to filter the listed sales orders by date, and the
Start and End date pickers can be used to fine tune the date period. The Customer selector
can also be used to further restrict the sales order selection to a specific customer, and the
Display Sales Orders selector lets you choose between recorded or draft sales orders only.
Select Order
Click the Select button on the toolbar to select the highlighted sales order.
Find Order - Ctrl + F
Use this dialog box to search for a desired Order in the list. You can search by Date, Order
number, Quote, Customer or Salesperson.
Find Next Order - F3
The commands Find Order and Find Next Order work together. The Option to use Find Next
Order appears after you use Find Order. Find Next Order Will find the next Order with the
same search criteria you entered in Find Order.
When using Find Next Order, after you have scrolled through all Orders with matching search
criteria from Find Invoice, A pop-up window will notify that "No more orders matching
'(SEARCH CRITERIA)' could be found."
Note: If you delete the search criteria from the text box in Find Order and click OK, a pop-up
window will notify "No matching '' could be found.". The Find Next Order function will now be
grayed out and unselectable. The Find Next Order function will be available again after you
use Find Order.
183
Screen References - Purchase Orders List
Use this screen to manage your purchase orders. A list of all the purchase orders you have
created in Express Accounts is displayed here. To open the Purchase Orders list, click the
Vie
w menu
and select Purchase Orders.
You can refine the contents of the Purchase Orders list by using the interactive filter controls
below the main toolbar.
Use the Period drop menu to filter the listed purchase orders by date, and the Start and End
date pickers can be used to fine tune the date period.
The Supplier selector can also be used to further restrict the purchase order selection to a
specific supplier
The Display Purchase Orders selector lets you choose between recorded or draft purchase
orders only.
The Status selector can be used to filter 'Open' or 'Received' purchase orders.
New (if available)
Click the New button on the toolbar to create a new purchase order.
Delete (if available)
To delete purchase orders, select the purchase order(s) you wish to remove from the list, and
click the Delete button on the toolbar.
Select (if available)
Click the Select button on the toolbar to selected the highlighted purchase order.
Edit
Click the Edit button on the toolbar to edit the currently selected purchase order. You can only
edit one purchase order at a time.
Preview
Click the Preview button on the toolbar to see how the currently selected purchase order will
appear when printed, saved as a PDF document, or emailed to a customer.
Print (if available)
Click the Print button on the toolbar to print the currently selected purchase order(s).
Email
Click the Email button on the toolbar to send one or more selected purchase order(s) as a PDF
document to a recipient via email. You will be asked to provide an email address. Your email
settings must be set up before this operation can be completed, which can be done on the
Other tab of the Options dialog in the Send Settings section.
Fax
Use the Fax button on the toolbar to send one or more selected purchase order(s) to a
recipient via fax. You will be asked to provide a fax number. Your fax settings must be set up
before this operation can be completed, which can be done on the Other tab of the Options
dialog in the Send Settings section.
Save
Click the Save button on the toolbar to save the currently selected purchase order(s) as a PDF
file on your computer.
Bill
Click the Bill button on the toolbar to convert currently selected purchase order easily into
bills/accounts payable records. You can only convert one purchase order to bill at a time.
184
Screen References - Accounts Payable List
Use this screen to manage your accounts payable. A list of all the accounts payable you have
entered in Express Accounts is displayed here. To open the Accounts Payable list, click the
Vie
w menu
and select Accounts Payable.
You can refine the contents of the Accounts Payable list by using the interactive filter controls
below the main toolbar. Use the Period drop menu to filter the listed accounts payable by date,
and the Start and End date pickers can be used to fine tune the date period. The Supplier
selector can also be used to further restrict the accounts payable selection to a specific
supplier, and the Display Purchase Orders selector lets you choose between recorded or draft
purchase orders only.
New
Click the New button on the toolbar to enter a new accounts payable.
Delete
To delete accounts payable, select the accounts payable you wish to remove from the list, and
click the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected accounts payable. You can
only edit one accounts payable at a time.
Payment (if available)
Click this button to apply payment for the selected account payable bill.
185
Screen References - Select Account Payable List
Use this screen to select an account payable. A list of all the accounts payable you have
entered in Express Accounts is displayed here. To open the Accounts Payable list, click the
Vie
w menu
and select Accounts Payable.
You can refine the contents of the Accounts Payable list by using the interactive filter controls
below the main toolbar. Use the Period drop menu to filter the listed accounts payable by date,
and the Start and End date pickers can be used to fine tune the date period. The Supplier
selector can also be used to further restrict the accounts payable selection to a specific
supplier, and the Display Purchase Orders selector lets you choose between recorded or draft
purchase orders only.
Select
Click the Select button on the toolbar to select the highlighted account payable.
186
Screen References - Payments of Accounts
Payable
Use this screen to manage your payments of accounts payable. A list of all the payments you
have entered in Express Accounts is displayed here. To open the Payments list, click the
View
menu
and select Payments of Accounts Payable.
You can refine the contents of the Payments list by using the interactive filter controls below
the main toolbar. Use the Period drop menu to filter the listed payments by date, and the Start
and End date pickers can be used to fine tune the date period. The Supplier selector can also
be used to further restrict the payment selection to a specific supplier.
New
Click the New button on the toolbar to enter a new payment.
Delete
To delete payments, select the payment(s) you wish to remove from the list, and click the
Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected payment. You can only edit
one payment at a time.
187
Screen References - Customers List
Use this screen to manage your customer records. A list of all the customers you have entered
in Express Accounts is displayed here. To open the Customer list, click the
View menu and
select
Customers.
Note that when the Customers List is accessed through the Invoice, Order, Quotes, New Credit
Notes and Receipt windows that the Invoice, Quote, Order, Payment, and Statement buttons
and some menus and menu items will not be displayed in the the list window.
Select (if available)
Click the Select button to select a supplier for entry into a form.
Add
Click the Add button on the toolbar to create a new customer record.
Delete
To delete a customer record, select the customer record(s) you wish to remove from the list,
and click the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected customer record. You can only
edit one customer record at a time.
Quote (if available)
Click this button to create a new quote for the selected customer.
Order (if available)
Click this button to create a new order for the selected customer.
Invoice (if available)
Click this button to create a new invoice for the selected customer.
Payment (if available)
Click this button to receive a payment for the selected customer.
Statement (if available)
This menu button provides various statement actions for the currently selected customer.
●
Print - Print a statement for the customer directly to a printer.
●
Print Preview - View the customer's statement as it would be printed, but on your
computer's screen instead.
●
Email - Send a statement for the selected customer in PDF format via email. You will be
asked to provide an email address. Your email settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in
the Send Settings section.
●
Fax - Send a statement for the selected customer via fax. You will be asked to provide a
fax number. Your fax settings must be set up before this operation can be completed,
which can be done on the Other tab of the Options dialog in the Send Settings section.
●
Save as PDF - Save a statement as a PDF file on your computer.
Save
Click this button to save records of all customers.
●
Save as PDF - Save records as a PDF file on your computer.
●
Save as CSV - Save records as a CSV file on your computer.
Display Customers Group
Click on this drop down to filter and view only customers belonging to a specific customer
group.
To create customer groups, see the
Customer Groups List
topic under the Screen References
section of this help manual.
Display inactive customers
Check this box to include any inactive customers in the customer list.
188
The inactive customers will be highlighted with a colored background.
Customer menu
Click the Customer menu to view options for adding, editing and deleting customers; creating
quotes, orders, invoices, and applying payments; emailing or phoning a customer; finding a
customer in the list; managing customer groups, importing customers from CSV, Outlook or
another business, or exporting the customer list; recalculating the customer balance; and
printing an envelop with the customer's address on it.
Report menu
Click the Report menu to print, preview, email, fax, save a pdf or csv report of the list of
customers.
Shipping Label (if available)
Click the Shipping Label menu to view options for creating a shipping label for the currently
selected customer. Shipping labels can be previewed, printed, emailed, faxed, or saved.
189
Screen References - Suppliers List
Use this screen to manage your supplier records. A list of all the suppliers you have entered in
Express Accounts is displayed here. This list is also displayed when you want to select a
supplier to enter into a form, such as the Payments and Purchases form.
Select (shown only when selecting a supplier for a form)
Click the Select button to select a supplier for entry into the Payments and Purchases form.
Add
Click the Add button on the toolbar to create a new supplier record.
Delete
To delete a supplier record, select the supplier record(s) you wish to remove from the list, and
click the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected supplier record. You can only
edit one supplier record at a time.
Find Supplier
Select this option to open the Find Supplier window. From here, enter the Supplier name you
want to search for to locate it in the list.
Find Next Supplier
Select this option to find the next Supplier in the list with the last term searched for, or use the
shortcut F3 to locate the next Supplier in the list.
Email (if available)
Click the Email button on the toolbar to send an email to the currently selected supplier.
Call (if available)
Click the Call button on the toolbar to call the currently selected supplier. Clicking this button
will open Express Talk, a VoIP Softphone. You can learn more about Express Talk at
http://www.nch.com.au/talk/index.html
Export Data for Mail Merge (if available)
Use this option to export your suppliers list if you need to use it for mail merge. Please see
Mail Merge
for more details.
Import Suppliers from CSV
This option is only available from the desktop version of Express Accounts. It is also not
available from the Supplier menu when the Supplier list is opened from the Payments and
Purchases form.
You can import a list of suppliers you have used previously to save time entering new suppliers
into Express Accounts. To import a list, open the Suppliers list, click the
Supplier menu and
click
Import Suppliers from CSV. Browse to the CSV file and click Open. The Match CSV
Fields dialog will open in Express Accounts. You'll need to match up the columns from the CSV
file with headings in Express Accounts. For more information on how to do this, see the help
topic
Match CSV Fields
in the Screen References section of this manual.
Statement (if available)
This menu button provides various statement actions for the currently selected supplier.
●
Print - Print a statement for the supplier directly to a printer.
●
Print Preview - View the supplier's statement as it would be printed, but on your computer's
screen instead.
●
Email - Send a statement for the selected supplier in PDF format via email. You will be
asked to provide an email address. Your email settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in
the Send Settings section.
190
●
Fax - Send a statement for the selected supplier via fax. You will be asked to provide a fax
number. Your fax settings must be set up before this operation can be completed, which
can be done on the Other tab of the Options dialog in the Send Settings section.
●
Save as PDF - Save a statement as a PDF file on your computer.
191
Screen References - Payments List
Use this screen to manage your customer payments. A list of all the payments you have
received in Express Accounts is displayed here. To open the Payments list, click the
View
menu
and select Payments.
You can refine the contents of the Payments list by using the interactive filter controls below
the main toolbar. Use the Period drop menu to filter the listed payments by date, and the Start
and End date pickers can be used to fine tune the date period. The Customer selector can also
be used to further restrict the payment selection to a specific customer.
Payment
Under the Payment menu you have the following actions with their short cut keys.
Charge Credit Card - Ctrl + C
This function uses the customer’s credit card on file to charge the amount specified in the
payment record. Once the charge has gone through, a reference number is generated in
the payment record.
Find Payment - Ctrl + F
Use this dialog box to search for a desired Payment in the list. You can search by Date,
Payment number, or Customer.
Find Next Payment - F3
The commands Find Payment and Find Next Payment work together. The Option to use
Find Next Payment appears after you use Find Payment. Find Next Payment Will find the
next Payment with the same search criteria you entered in Find Payment.
When using Find Next Payment, after you have scrolled through all Payments with
matching search criteria from Find Payment, A pop-up window will notify that "No more
Payments matching '(SEARCH CRITERIA)' could be found."
Note: If you delete the search criteria from the text box in Find Payment and click OK, a
pop-up window will notify "No matching '' could be found.". The Find Next Payment function
will now be grayed out and unselectable. The Find Next Payment function will be available
again after you use Find Payment.
New
Click the New button on the toolbar to enter a new customer payment.
Delete
To delete payments, select the payment(s) you wish to remove from the list, and click the
Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected payment. You can only edit
one payment at a time.
Refund
Click this button to apply a refund on the selected payment.
Preview
Click the Preview button on the toolbar to see how the currently selected payment will appear
when printed, saved as a PDF document, or emailed to a customer.
Print
Click the Print button on the toolbar to print the currently selected payment(s).
Email
Click the Email button on the toolbar to send one or more selected payment(s) as a PDF
document to a recipient via email. You will be asked to provide an email address. Your email
settings must be set up before this operation can be completed, which can be done on the
Other tab of the Options dialog in the Send Settings section.
Fax
192
Use the Fax button on the toolbar to send one or more selected payment(s) to a recipient via
fax. You will be asked to provide a fax number. Your fax settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in the
Send Settings section.
Save
Click the Save button on the toolbar to save the currently selected payment(s) as a PDF file on
your computer.
193
Screen References - Enter New Column Name
Use this dialog box to edit the column name.
Enter New Column Name
Enter a new column name that will replace current column name.
194
Screen References - Refund
The Express Accounts Refund window allows you to apply a refund on the selected payment.
In payments list dialog, select a payment, click "Payments" in menu bar and select Refund.
Cus
tomer Refund
Date:
Enter the date the refund for the refund
Customer:
Select the customer from the drop-menu, or enter a new customer using the customer button
to the right of the drop-menu.
Amount:
If you selected a customer, this field will automatically fill with the customer's account balance.
If the payment does not match this number, enter the exact amount paid.
Method:
Select how the refund was made.
Reference Number:
Enter the reference number. Leave this field blank if you charge by credit card online; the
reference number will generate automatically after success. If you do not charge by credit card,
entering a reference number is optional, but can help you keep soft references between
refunds and invoices.
Record:
Click on this button to Record the payment. To select the action (Record and Print) click on the
pull down list.
195
Screen References - Items List
Use this screen to manage your items records. A list of all the items you have entered in
Express Accounts is displayed here. To open the Items list, click the
View menu and select Ite
ms.
Select (if available)
Use the select button to add the selected items to the items list.
Add
Click the Add button on the toolbar to create a new item record.
Delete
To delete a item record, select the item(s) you wish to remove from the list, and click the Delete
button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected item record. You can only edit
one supplier record at a time.
Print to
You can print the document by clicking the Print To button.
This will open the Select Report Value to Sort By dialog which allows you to choose which
column to sort the Items by.
From here the View button will open the generated report with the choice to email, fax, print
and save the report.
Item menu
In addition to the options on the toolbar, the Item menu also includes options for the following:
Find Item
Select this option to open the Find Item window. From here, enter the item name you want to
search for to locate it in the list.
Find Next Item
Select this option to find the next item in the list with the last term searched for, or use the
shortcut F3 to locate the next item in the list.
Import Items from CSV
To import items into Express Accounts from a CSV list, select this option.
Import Items from other Business
To import items from another Express Accounts business, select this option.
196
Screen References - Vehicle List
Use this screen to manage your vehicles. A list of all the vehicles you have entered in Express
Accounts is displayed here. To open the Vehicle list, click the
View menu and select Vehicle
List.
You can view all the mileage records for a vehicle in this list by selecting a vehicle, clicking the
menu, then selecting View Trips (you can also right-click a vehicle and select View
trips for selected vehicle
). This will open the
Vehicle Mileage List
window filled with only the
mileage records for the selected vehicle.
Select (if available)
Click the Select button to select a vehicle for mileage records.
Add
Click the Add button on the toolbar to create a new vehicle.
Delete
To delete a vehicle, select the vehicle(s) you wish to remove from the list, and click the Delete
button on the toolbar. Deleting a vehicle with associated mileage records will ask if you want to
delete the mileage records as well.
Edit
Click the Edit button on the toolbar to edit the currently selected vehicle. You can only edit one
vehicle at a time.
197
Screen References - Vehicle Mileage List
Use this screen to manage your vehicle mileage records. A list of all the mileage records you
have entered in Express Accounts is displayed here. To open the Mileage list, click the
View
menu and select
Mileage List.
Add
Click the Add button on the toolbar to add mileage for a vehicle.
Delete
To delete a mileage record, select the record(s) you wish to remove from the list, and click the
Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected mileage record. You can only
edit one record at a time.
198
Screen References - Print Preview
The Preview window displays each page of the document as it will be printed by the printer.
Edit (if available)
You can edit this document by clicking the Edit button.
This will close the preview window and open the edit Invoice dialog in order for you to modify
the current record.
Email
You can email this document by clicking the Email button.
This will open a window to enter the recipient's email address(es) and an optional message,
and will send an email to the entered address(es) with the document as an attachment.
Print (if available)
You can print the document by clicking the Print button.
This will open the printer selection and settings dialog where you can select which pages of the
document to print.
Fax (if available)
You can fax this document by clicking the Fax button.
This will open a window to enter the desired fax number, and will fax the document to the
entered number.
Save PDF (if available)
If you want to save the record in PDF, you can do so in Save PDF button.
This will open a file browser window and will let you choose where you want the PDF file to be
saved.
Set Recurring (if available)
If you want to save the current invoice to a recurring invoice, you can do so via Set Recurring
button.
This will open the Recurring Invoice Schedule window for you to set the options related to a
recurring invoice.
Apply Payment (if available)
If you want to apply a payment to the current invoice, you can do so via Apply Payment button.
This will open the Payment Method window for you to specify the payment mode and verify
amount to be paid.
Set Logo (if available)
If you haven't set the business logo, you can do so via Set Logo button.
This will open a file browser dialog where you can search and select your business logo.
Delete (if available)
This will ask for you confirmation before deleting the invoice record.
Invoice Layout (if available)
If you want to apply some customizations on your invoice, you can do so via Invoice Layout
button.
This will open the Invoice Style page of your Options window.
Previous and Next (if available)
Use the Previous and Next buttons to view each page of the document when there is more
than one page to print.
Close The Close button closes the window.
199
Screen References - Recurring Invoices List
Use this screen to manage your recurring invoices. A list of all the recurring invoice schedules
you have created in Express Accounts is displayed here. To open the Recurring Invoices list,
click the
View menu and select Recurring Invoices.
New
Click the New button on the toolbar to create a new recurring invoice. This will open the New
Invoice window, which you should fill out like a normal invoice and save as a recurring invoice
to set the invoicing schedule.
Delete
To delete recurring invoices, select the recurring invoice(s) you wish to remove from the list,
and click the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected recurring invoice. You can only
edit one recurring invoice at a time.
Schedule
Click the Schedule button on the toolbar to view and/or change the schedule for the selected
recurring invoice, or to change the action taken when the invoice is generated (email, fax, print,
save, etc.).
Preview
Click the Preview button on the toolbar to see how the recurring invoice will appear when
printed, saved as a PDF document, or emailed to a customer.
Show Log
Select this option from the Invoice menu to view the log related to the selected recurring
invoice. The log will show information about past activity related to the selected recurring
invoice.
Find Recurring Invoice
Select this option to open the Find Recurring Invoice window. From here, enter the invoice
name you want to search for to locate it in the list.
Find Next Recurring Invoice
Select this option to find the next invoice in the list with the last term searched for, or use the
shortcut F3 to locate the next invoice in the list.
Run
Click the Run button on the toolbar to generate all currently due invoices for the selected
recurring invoice, according to its schedule.
200
Screen References - Recurring Orders List
Use this screen to manage your recurring sales orders. A list of all the recurring sales order
schedules you have created in Express Accounts is displayed here. To open the Recurring
Orders list, click the
View menu and select Recurring Orders.
New
Click the New button on the toolbar to create a new recurring sales order. This will open the
New Order window, which you should fill out like a normal sales and save as a recurring sales
order to set the order schedule.
Delete
To delete recurring sales orders, select the recurring order(s) you wish to remove from the list,
and click the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected recurring sales order. You can
only edit one recurring sales order at a time.
Schedule
Click the Schedule button on the toolbar to view and/or change the schedule for the selected
recurring sales order, or to change the action taken when the order is generated (email, fax,
print, save, etc.).
Preview
Click the Preview button on the toolbar to see how the sales order will appear when printed,
saved as a PDF document, or emailed to a customer.
Find Recurring Order
Select this option to open the Find Recurring Order window. From here, enter the order name
you want to search for to locate it in the list.
Find Next Recurring Order
Select this option to find the next order in the list with the last term searched for, or use the
shortcut F3 to locate the next order in the list.
Run
Click the Run button on the toolbar to generate all currently due sales orders for the selected
recurring sales order, according to its schedule.
201
Screen References - Credit Notes List
Use this screen to manage your credit notes. Here you will see a list of all the credit notes
entered into Express Accounts. To open the Credit Notes list, click the
View menu and select
You can refine the contents of this list by using the interactive filter controls below the main
button bar. You can use the 'Period' selector to filter the listed credit notes by date, and the
'Start' and 'End' date pickers can be used to fine tune the date period. The 'Customer' selector
can also be used to further restrict the credit notes selection to a specific customer.
Select (Only available when the list is accessed from Apply Credit Note window)
Click this button to apply the selected Credit Note to the Apply Credit Note window.
New (if available)
Click this button to create a new credit note.
Delete (if available)
To delete credit notes, select the credit note(s) you wish to remove from the list, and click this
button.
Edit (if available)
Click this button to edit the currently selected credit note. This only applies to one credit note at
a time. Editing is not allowed to already applied credit notes.
Apply (if available)
Click this button to apply the currently selected credit note towards an existing invoice.
Undo Credit (if available)
Click this button to undo the credit applied to invoices from the selected credit note.
Preview
Click this button to see how the credit note will appear when printed, saved as a PDF
document, or emailed to a customer.
Print
Click this button to print the currently selected credit note(s).
Email
Use this button to send one or more selected credit note(s) as a PDF document to a recipient
via email. You will asked to provide an email address.
Fax
Use this button to send one or more selected credit note(s) to a recipient via fax. You will
asked to provide a fax number.
Save
Click this button to save the currently selected credit note(s) as a PDF file on your computer.
202
Screen References - Salesperson List
Use this screen to manage your salespeople. A list of all the salespeople Express Accounts is
aware of is shown here. To open the Salesperson list, click the
View menu and select Salespe
ople.
Add
Click this button to add a new salesperson record.
Delete
To delete salesperson records, select the salesperson you wish to remove from the list, and
click this button.
Edit
Click this button to edit the currently selected salesperson record.
203
Screen References - View Journal
Use this screen to manage your journals. A list of all the journal entries you have made in
Express Accounts is displayed here. To open the Journal, click the
View menu and select Jour
nal.
To view a specific journal, from the Home tab click on the journal's tab under the
toolbar.
You can refine the contents of the Journal list by using the interactive filter controls below the
main toolbar. Use the Period drop menu to filter the listed journal entries by date, and the Start
and End date pickers can be used to fine tune the date period. The Account selector can also
be used to further restrict the journal entry selection to a specific account, and the Ref filter
further restricts the journal view to a specific reference number.
Add
Click the Add button on the toolbar to create a new journal entry.
Delete
To delete a journal entry, select the journal entry(s) you wish to remove from the list, and click
the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected journal entry. You can only
edit one journal entry at a time.
Preview
Click the Preview button on the toolbar to see how the journal will appear when printed, saved
as a PDF document, or emailed.
Print
Click the Print button on the toolbar to print the current journal view.
Email
Use this button to send the current journal view as a PDF document to a recipient via email.
You will be asked to provide an email address. Your email settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in the
Send Settings section.
Fax
Use this button to send the current journal view to a recipient via fax. You will be asked to
provide a fax number. Your fax settings must be set up before this operation can be
completed, which can be done on the Other tab of the Options dialog in the Send Settings
section.
Save
Click the Save button on the toolbar to save the current journal view as a PDF file on your
computer.
Import transactions from CSV
Click this link to start the importing process from a CSV (Comma-separated values) format file
to the journal list. Importing will fail if the entries are not balanced, or if any of the required
information is blank or missing. Reqiured fields are: Journal, Reference, Description, Account,
and Debit Amount or Credit Amount.
204
Screen References - View Journal - General
Ledger Transactions
A list of transactions that has been allocated to a specific account is displayed here.
Delete
To delete a journal entry, select the journal entry(s) you wish to remove from the list, and click
the Delete button on the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected journal entry. You can only
edit one journal entry at a time.
Refresh
Click the Refresh button on the toolbar to refresh the journal list after a change has been made.
205
Screen References - Checks List
Use this screen to manage your checks. A list of all the checks you have created in Express
Accounts is displayed here. To open the Checks list, click the
View menu and select Checks.
New
Click the New button on the toolbar to create a new check. This will open the Payments and
Purchases window, which you should fill out like a normal payment and save as a recurring
sales order to set the order schedule.
Void
To void checks, select the check(s) you wish to void from the list, and click the Void button on
the toolbar.
Edit
Click the Edit button on the toolbar to edit the currently selected check. You can only edit one
check at a time.
Preview
Click the Preview button on the toolbar to see how the check will appear when printed, saved
as a PDF document, or emailed.
Print
Click the Print button on the toolbar to print the currently selected check(s).
Email
Click the Email button on the toolbar to send one or more selected check(s) as a PDF
document to a recipient via email. You will be asked to provide an email address. Your email
settings must be set up before this operation can be completed, which can be done on the
Other tab of the Options dialog in the Send Settings section.
Fax
Click the Fax button on the toolbar to send one or more selected check(s) to a recipient via fax.
You will be asked to provide a fax number. Your fax settings must be set up before this
operation can be completed, which can be done on the Other tab of the Options dialog in the
Send Settings section.
Save
Click the Save button on the toolbar to save the currently selected check(s) as a PDF file on
your computer.
206
Screen References - New Account Dialog
The New Account Dialog is where you create new accounts to be added to the Chart of
Accounts. To locate this dialog, click the
View icon in the toolbar and select Chart of
Accounts.
From the Chart of Accounts dialog, click the New icon in the toolbar to open the
New Account Dialog.
Add a new account from the list of Standard Default Accounts, or create an entirely new
account from this dialog.
Use Standard Default Accounts
Select the type of account you would like to add by checking it, then click the Add
Account(s)
button to add it to the Chart of Accounts
Create New Account
Account Name
Enter a name for the account you are creating.
Type
Select an account type by clicking the radio button next to: Asset, Liability, Equity, Income,
or Expenses. Then, specify the type using the drop menu to the right of the account type.
Classification for Cash Flow
The selection you make in this field will be used for the Cash Flow Statement reports. Your
choices are Operating, Investing or Financing.
Account Number
Enter an account number. The number of digits in the account must match the digit amount
set on the Chart of Accounts list, which is four by default.
Default Linked Account for (If available)
The selection you make in this field will be used as the default account for selected
transactions.
Opening Balance
Enter an opening balance for the account, or keep it at zero.
Account is just a Header Account
If the account is a header account it means that nothing can be posted directly to the
account but on reports the account prints the subtotals of all accounts below it with the
same prefix.
Cash Postable
If an account is cash postable it means it will appear in the list of accounts that payments
can be made from or deposits made to. Bank and Credit Card accounts usually have this
option ticked.
Tax Included
Check this box if payment from this account will include sales tax. The tax will be based on
values entered on the Tax tab of Options, but can also be adjusted on the Payments and
Purchases dialog.
Add
When all the details for the new account have been filled in, click the Add button to add the
account to the Chart of Accounts list.
207
Screen References - Find Key String
Use this dialog box to search for a desired string in the list. Press Ctrl+F from the list window
to open this dialog.
Enter the search term here
Enter the desired search term in the text box provided below to find the matching data in the
list window.
208
Screen References - Enter New Group Name
Use this dialog box to create or edit a customer group name. To open this dialog, open the
Customers list from the
Home tab by clicking the View icon and selecting Customers, then
click the
Customer menu and select Manage Customer Groups, then click the Add icon, or
double-click an entry to edit the customer group name.
Enter New Group Name
Enter a new group name that will replace current group name.
209
Screen References - Customer Groups List
Use this screen to manage your customer groups. Here, you will see a list of all the customer
groups you have created in Express Accounts. You can also use this list to create new
customer groups. To open the Customer Groups List, click the
View menu and select Custom
ers.
From the Customer menu, select Manage Customer Groups. Alternatively, this
screen can be accessed from a customer's record, accessed from the Customer List on the
Other tab by clicking the customer folder icon next to the customer groups drop-menu.
Once you have create customer groups, you can assign them to individual customer records
on the Other tab of their customer record. See the
Customer List
topic in the Screen
References section of this manual for more information about managing customer records.
Select (if available)
Click the Select button to add the selected customer group to the customer record.
Add
Click the Add button to create a new customer group.
Delete
To delete customer groups, select the customer groups(s) you wish to remove from the list,
and click the
Delete button.
Edit
Click the Edit button to edit the currently selected customer group in the list. This only applies
to one customer group at a time.
Additionally, the following functions are available from the Customer Group menu:
Find Customer Group
Select this option to open the Find Customer Group window. From here, enter the group
name you want to search for to locate it in the list.
Find Next Customer Group
Select this option to find the next customer group in the list with the last term searched for,
or use the shortcut F3 to locate the next group in the list.
210
Screen References - Non-invoiced Cash Sale
The Non-invoiced Cash Sale window is where you quickly create an invoice, receive payment,
and print a receipt for a transaction from one window. To access the Non-invoiced Cash Sale
window, click
Non-invoiced cash sale block on the main or sales screen, or click Enter
non-invoiced cash sale
from the left sidebar on the Sales screen.
Invoice Items
This is the list of items on the invoice. Click inside the list to add a new item. You can modify
Item, Description, Qty, Price by clicking them. You can also use a bar code scanner to add
new items.
Add Item
Click this button to enter an item in the item list.
Remove Item
Click this button to remove the selected item in the item list.
Add Discount
Input a discount amount. Note that this field is only available when discounts are enabled in
Options
.
Discount(%)
Input a number for discount without the % sign. E.g., 20 means 20% discount.
Deposit Account
Select a deposit account for the transaction from the drop menu.
Salesperson
Enter the salesperson for this non-invoiced cash sale, or choose one from the pull-down list.
Comments
These comments are printed on the bottom of the receipt.
Private Comments
These are comments for internal use only - they are not printed on the receipt.
Total
This is the total display.
Record Cash
Click on this button to Pay by Cash and Record the Transaction. To select the action (to Pay
by Credit Card, Check or Create an Invoice) click on the pull down list.
Pay by credit card. You will need to input the customer's credit card information and use the
default setting to charge by credit card. Credit card payments can be configured from
Options->Credit Card Gateways.
Pay by check. You will need to input the check number.
Save to invoice without collecting payment for the transaction.
211
Screen References - Shipping Label
Use this dialog box to set shipping instructions that will be printed on a shipping label.
Please enter Shipping instructions
Enter an instructions that will be printed on a shipping label.
212
Screen References - Change Customer Group
Use this dialog box to change the group membership of a customer.
Select New Customer Group.
Select a customer group from the dropdown.
213
Screen References - Change Salesperson
Use this dialog box to change the salesperson associated with a customer.
Select New Salesperson.
Select a salesperson from the dropdown.
214
Screen References - Browse Transaction File
Dialog
Use this dialog box to browse for the bank statement's transaction file (CSV/OFX).
Bank file:
You can browse for your bank statement's transaction file in CSV or OFX format.
215
Screen References - Import Transaction
Use this dialog box to select which of the bank statement's transactions to import. Select the
transactions by enabling the checkbox on the left side.
Account
Choose the account from the drop down list in to which the selected transactions will be
imported in to.
Import
Click this button to start the importing process. Users must be able to select at least one
transaction from the list.
216
Screen References - Apply Discount Quote
Fixed flat discount to the whole quote Select this option to add a flat amount as a discount
to the entire quote.
Fixed percentage discount to the whole quote
Select this option to add a percentage-based discount to the entire quote. Currently this type of
discount must be added after all other items in order to calculate the amount correctly.
Apply line-by-line discounts to specific items
Select this option to enable the discount column for each item on the quote.
217
Screen References - Apply Discount Order
Fixed flat discount to the whole order Select this option to add a flat amount as a discount
to the entire order.
Fixed percentage discount to the whole order
Select this option to add a percentage-based discount to the entire order. Currently this type of
discount must be added after all other items in order to calculate the amount correctly.
Apply line-by-line discounts to specific items
Select this option to enable the discount column for each item on the order.
218
Screen References - Apply Discount Credit Note
Fixed flat discount to the whole credit note Select this option to add a flat amount as a
discount to the entire credit note.
Fixed percentage discount to the whole credit note
Select this option to add a percentage-based discount to the entire credit note. Currently this
type of discount must be added after all other items in order to calculate the amount correctly.
Apply line-by-line discounts to specific items
Select this option to enable the discount column for each item on the credit note.
219
Screen References - Apply Discount Cash Sale
Fixed flat discount to the whole cash sale Select this option to add a flat amount as a
discount to the entire cash sale.
Fixed percentage discount to the whole cash sale
Select this option to add a percentage-based discount to the entire cash sale. Currently this
type of discount must be added after all other items in order to calculate the amount correctly.
Apply line-by-line discounts to specific items
Select this option to enable the discount column for each item on the cash sale.
220
Screen References - Custom Reports
The Custom Reports window is where you can create, edit, share and print customized reports
for purposes such as tax filing. To access the Custom Reports window, click the
Custom
Reports
block on the reports tab screen, or click Custom Reports from the left sidebar on the
Reports tab.
The Custom Reports window is divided into two main sections: Field Entry and Report Text.
Please refer to the topics below and the help under related windows and dialogs for more
in-depth information.
Toolbar
New (Report)
Click the New button on the toolbar to create a new report form. A sample report form will
be created and listed in the
Report Form pull-down list under the toolbar. You can then
modify the new report form to your requirements.
Edit (Report)
Click the Edit button on the toolbar to edit the report text of the selected report form.
Delete (Report)
Click the Delete button on the toolbar to delete the selected report form. Caution: This
action is permanent. Deleted report forms cannot be recovered.
Import
Import lets you import a report form into your form list. The report form to be imported must
be an EAF file generated by Express Accounts. This is useful for sharing forms between
separate installations of Express Accounts.
Export
Click this button to export or to back up the selected report form. Exported report forms can
be imported later, or they can be shared with other users and on Express Accounts online
forums.
Preview
Click this button to preview the generated report text before printing.
Print
Click this button to open the system's print dialog for printing the generated report.
Save
Click this button to save the generated report text into a PDF file. Note: If you wish to save it
as a simple text file, please do so by copying the report text and pasting it in the text-editor
of your choice.
Email
Click the Email button to send the report to an email. The generated report will be sent as
an attachment to the email.
Fax
You can send a report by Fax as a PDF file by clicking the Fax button. Your fax settings
must be set up before this operation can be completed, which can be done on the Other tab
of the Options dialog in the Send Settings section.
Report Form Parameters (under the toolbar)
Report Form
This drop menu lists all the available report forms from the active business. New report
forms are automatically added to this list when the New button is clicked in the toolbar.
Rename
Click the Rename button to rename the selected report form. This must be unique and must
not contain any of the following characters: /\<>|:*?
Period
221
Select a time period for the report from the pull-down-list. This will ensure account balances
are pulled from the time period you are reporting on.
Start
When "Select Period" is selected in the Period drop-menu, you can select a start date from
the date picker to generate the report for a specific time period. This is also an in-built field
and can be accessed by typing the field name PERIODSTART in the report text.
End
When "Select Period" is selected in the Period drop-menu, you can select an end date from
the date picker to generate the report for a specific time period. This is also an in-built field
and can be accessed by typing the field name PERIODEND in the report text.
Field Entry
This section contains the user-defined fields list. Each row in the list displays the attributes of a
field such as field name, its value or formula, and the current estimate or evaluated value. You
will create fields to represent the values that will appear on your final report, or in other field
equations. Each field has a field type (viewed by double-clicking the field), which determines
the value displayed. Please see the
Add/Edit Field Dialog
topic for more information about field
types.
Double-click on a row to view other attributes of the field or to edit it. A row displayed in red
indicates an error in evaluating the field. The reason for an error can be viewed by
double-clicking the field row.
You can add, edit or delete a field by clicking the respective buttons from the bottom of the
panel.
A field's estimated value can be substituted in the Report Text section by using the field name
in square brackets, e.g., [Field1].
There are few in-built system fields which cannot be modified or deleted:
PERIODSTART - Start date of the report.
PERIODEND - End date of the report.
COMPANYNAME - Name of the currently active business.
COMPANYADDR - Address of the currently active business.
Add (Field)
Click this button to add a field to the selected report form.
Edit (Field)
Click this button to edit the selected field.
Delete (Field)
Click this Delete button to delete the selected field(s). Deleted fields cannot be recovered.
Report Text
The Report Text section lets you write the text for your report with the desired formatting, and
is where you designate how the field values you created in the Field Entry section are
displayed. To edit the text, click the
Edit Report button at the bottom of the window, then type
in the Report Text pane. Click
Save Report to save your changes to the report text.
To enter field text into the Report Text, enclose the field name in square brackets, e.g.,
[Field1]. When the report is generated, the value will replace the field place holders.
The report is generated as a simple text/pdf file without any style or formatting to keep it simple
for the majority of users. However, technically advanced users can easily create the reports in
csv, html or xml format.
Edit/Save Report
This button toggles between 'Edit Report' and 'Save Report' modes allowing user to either
edit the text or save the report.
222
Screen References - Add/Edit Field Dialog
This dialog is used for entering or editing the field properties of a field in the report form. Every
field generates an estimate (currency amount or text) to be substituted in the report. There are
different types of fields, such as currency value (e.g., $125.99, $55.0), simple expression (e.g.,
Field1 + Field2), etc, described in more detail below. Each field contains four basic properties,
which are described below.
Field name:
Enter a field name. A field name is required to substitute the estimated value in the Report Text
section. Field names must be unique and different from other field names in a report. It must
always start with an alphabetic character and contain only alpha-numeric characters. Symbols
such as /\<>|*? and spaces are not allowed. For example: ABC, Field1, a12, line1, and
TotalAssets are valid field names; however, 123, 1a, 2?, $total, line_1, my field, etc. are invalid
field names.
Field type:
Select a field type from the pull-down list. Each field type is described below:
Currency Value: This can be used for entering a specific amount or value. E.g., $12, 123.45,
etc.
Account Balance: This is the most important field as it can be used to extract account balances
from Express Accounts. See the 'Field value' section below for examples.
Simple Expression: This allows user to perform arithmetic operations. The allowed operators
are +, -, *, and / for addition, subtraction, multiplication and division respectively. E.g., Field1 +
Field2 gives you sum of existing fields Field1 and Field2.
Comparison Expression: This can be used to compare two different field values or
expressions, and then to enter an amount in the report based on the comparison. See the
'Field value' section below for examples.
True/False Value: This can be used for entering a boolean type (True/False, Yes/No) value in
the report. This can be very useful for checkboxes and answering Yes/No type questions in the
report form. See the 'Field value' section below for examples.
Rounding: This can be used for rounding an expression or amount in the report form. See the
'Field value' section below for examples.
Field value:
Enter a field value. The format for field value differs with field type. However, it is
recommended to click the
Edit Value button to enter the field value, except for currency and
simple expression types when the button is disabled. Formats for some field types are
explained below:
Account Balance: "[Account number/type]:[PERIODSTART]:[PERIODEND]" It is strongly
recommended you click the Edit Value button to enter or edit this field value, so that you don't
have to worry about typing the format correctly.
E.g., typing 4110:PERIODSTART:PERIODEND gives you the balance of account number
4110 for the date period defined on main window of the report form. PERIODSTART always
begins 00:00:00th hours of the start day and PERIODEND ends 23:59:59 (i.e. last second) of
the day. You can also get the account balance for different date periods, e.g.,
4110:2013-01-01:2013-12-31. Date formats entered here must be in YYYY-MM-DD format.
Similarly, 1110:PERIODSTART: gives you the balance of account number 1110 at the start
(00:00:00th hour) of defined start date and, 1110::PERIODEND gives you the balance of
account number 1110 at the end (23:59:59th hour) of defined end date.
Comparison Expression: "[Left expression]:[Comparison operator]:[Right expression]":[True
state expression]:[False state expression]
223
It is strongly recommended you click the Edit Value button to enter or edit this field value, so
that you don't have to worry about typing the format correctly.
E.g., Field1:>:Field2:Field1:Field2 decodes to - "If Field1 is greater than Field2, then the field
value is Field1, or else field value is Field2."
True/False Value: "[0/1]:[Text]"
E.g., 1:Yes can be used to answer a form question with a 'Yes' text value. Similarly, 0:N
answers the form question with letter 'N'.
Rounding: "[Rounding rule]:[Rounding interval]:[expression]" It is strongly recommended you
click the Edit Value button to enter or edit this field value, so that you don't have to worry about
typing the format correctly.
E.g., U:1.00:5.45 rounds up 5.45 to 6.00. Similarly, D:1.00:5.45 rounds down 5.45 to 5.00, and
u:1.00:Field1 rounds Field1 to the closest dollar value, if the value is in middle of interval, it
rounds up.
Field description:
This is an optional field. Enter text that would best describe the field, or any personal note
about the field you'd like to remember. This field will not be displayed in the field or the report.
224
Screen References - Authorize Account Settings
Authorize Account Settings
Login:
Enter a login ID you've obtained from Authorize.Net
Transaction Key:
Enter a transaction key you've obtained from Authorize.Net
Gateway URL:
Enter the Authorize.Net gateway. It should be https://secure.authorize.net/gateway/transact.dll
for a normal account, or https://test.authorize.net/gateway/transact.dll for a test account.
225
Screen References - Eway Account Settings
Eway Account Settings
CustomerID:
Enter a customer ID you've obtained from Eway.
Gateway URL:
Enter the Eway gateway. Typical URLs are
https://www.eway.com.au/gateway_cvn/xmltest/testpage.asp for a test account, and
https://www.eway.com.au/gateway_cvn/xmlpayment.asp for a live account.
226
Screen References - Paypal Payflow Pro Account
Settings
Paypal Account Settings (Payflow Pro / PayPal Payments Pro)
Partner:
Enter the PayPal partner (usually PayPal). Use the same credentials you would use to log in to
https://manager.paypal.com.
Merchant Login:
Enter your merchant login
User:
Usually this is the same as the merchant login
Password:
Enter the password to your PayPal merchant account
This is a test account (see help)
Check this to use test mode instead of running live transactions. To use test mode, you may
need to create a sandbox account at https://sandbox.paypal.com and then enter your sandbox
email address at http://manager.paypal.com under Service Settings -> Hosted Checkout Pages
-> Setup. (Source:
https://www.paypalobjects.com/webstatic/en_US/developer/docs/pdf/payflowgateway_guide.pdf
19 July 2013 p.50)
227
Screen References - Paypal Account Settings
Paypal Account
API Username:
Enter an API user name you've obtained from PayPal
API Password:
Enter an API password you've obtained from PayPal
Gateway URL:
Enter the PayPal gateway. Usually, https://api-3t.paypal.com/nvp
API Credentials
Client Side SSL
Select this option if you are using a certificate.
3-token Authentication
Select this option if you are using a signature.
Signature:
Signature for 3-token Authentication
Certificate Password:
Password of the Certificate file for Client Side SSL
Full file path of Certificate file for Client Side SSL.
Test Connection
Click this to check the connection to the gateway using the credentials provided.
228
Screen References - Account Settings
If you are using a third-party credit card gateway DLL, enter the full URL-encoded login string
here.
229
Screen References - Back Up Data
It is essential that you backup your data regularly just in case something goes wrong. Please
select one of the options below.
Backup Options
Back up to a Network Folder
This is a good option if you are working in an office. Ask your Network Administrator to create a
safe folder on the shared server. Select this folder and click Backup. The entire application
folder will be copied to that folder. If something goes wrong (like a hard drive crash) you just
copy back the folder and everything will be restored.
Back up to a CD or DVD with Express Burn
Select this option to burn all the data to disc using Express Burn. See
www.nch.com.au/burn
to
learn more about Express Burn.
Back up to a Removable Drive
As an alternative use this option to backup to an external USB hard drive or USB key flash
drive. Please consider using MEO to encrypt the files if using removable media.
Backup Schedule
The backup can be scheduled to run at the same time every day.
230
Screen References - Restore Data
Restore the data from a scheduled or manual backup.
Restore scheduled backup
Select this option to restore from a backup created by the backup scheduler.
Restore Point:
Select a restore point from the list of backups.
Restore manual backup
Select this option to select a directory where you manually backed up your data.
231
Screen References - Fax Number
Please enter the telephone number for the fax to send to.
Remember this fax number
Tick 'Remember this fax number' to save the number for use in the future.
232
Screen References - Email Address
Please enter the email address you want to send to. This needs to be the full email address,
e.g. [email protected] . To send to multiple email addresses, separate each address
with a comma.
For problems with sending an email, please refer to
this page.
Remember this email address
If this option is available, tick 'Save this as email ...' to save the email address for use in the
future.
233
Screen References - Fax Settings
To send faxes you need an electronic gateway to send direct from your PC using email
protocols. Click on the recommended gateways link for more information.
Gateway domain (after @):
To send faxes you must enter the gateway domain (that is the part after @). For example to
send a fax to [FaxNumber]@yourfaxco.com enter yourfaxco.com as the domain.
234
Screen References - User Account
Each web interface account is identified by its email address. To set up or edit a user account,
click the
Options icon in the toolbar, click the Web Access tab, and click the Add button to
set up a new user account, or select an existing user account and click the
Edit button.
Display name:
Enter the user name. This is used for display purposes on the Web Access tab.
Email address:
This is used to uniquely identify the user. The user will enter their email when they log in to the
web interface. The email address is also used by the user to recover a lost or forgotten
password.
Password:
Enter the password for this user. The user will use this password to log in to the web interface.
They can change their password in the web interface by clicking the Change Password link
under Actions in the right sidebar.
Password Again:
Enter the password for this user again, to make sure it has been entered correctly.
Account enabled
Check this option to enable the account. If the account is disabled, the user will not be able to
access the web interface.
User privileges
Administrator
Checking this option will allow this user to modify others user's preferences and to
add/edit/remove transactions.
User
Checking this option allows this user to be able to add/edit/remove transactions.
Viewer
Checking this option allows this user to view transactions, but does not allow them to
add/edit/remove transactions.
Organizations
This is the list of organizations that the user can access. The list contains any businesses that
have been set up through the program. Users with Administrator privileges are allowed to
access all organizations.
235
Screen References - Print Preview
The Preview window displays each page of the document as it will be printed by the printer.
Print (if available)
You can print the document by clicking the Print button.
This will open the printer selection and settings dialog where you can select which pages of the
document to print.
Previous and Next
Use the Previous and Next buttons to view each page of the document when there is more
than one page to print.
Close
The Close button closes the window.
236
Screen References - Details for Exporting to EDI
This dialog allows you to set data needed for sending EDI document.
Sender qualifier
Sender qualifier and identifier must uniquely identify you as a supplier.
Receiver qualifier
Receiver qualifier and identifier must uniquely identify a receiver of invoice(s).
Application Codes
Application sender and receiver codes must uniquely identify the sender and receiver of the
invoice(s). Same as Sender identifier and Receiver ID qualifier respectively.
237
Screen References - Apply Discount
Fixed flat discount to the whole invoice
Select this option to add a flat amount as a discount to the entire invoice.
Fixed percentage discount to the whole invoice
Select this option to add a percentage-based discount to the entire invoice. Currently this type
of discount must be added after all other items in order to calculate the amount correctly.
Apply line-by-line discounts to specific items
Select this option to enable the discount column for each item on the invoice.
238
Screen References - Text Attributes
This window is where you adjust the text settings for a block of text on the invoice, which is an
option accessible from the Options ~ Page Styles page.
Font:
Select the font face for the text.
Size:
Select the font size for the text.
Style:
Select if the text should be bold or italicized.
Color:
Click inside the color box to select a new text color.
Alignment:
Select right, center or left alignment for the text.
239
Screen References - Closed-To-Date
This dialog allows a user to enable/disable closed-to-date feature, and specify closed-to-date.
To open this dialog, click
Closed-to-date... link from Accounts menu from the main page.
Enable closed-to-date
Select this option to activate closed-to-date feature. Once activated, new transaction entries
will only be allowed for dates after closed date.
Closed-to-date:
Enter the date for closed-to-date feature. When enabled, no new transaction entries will be
allowed for dates up until this date.
240
Screen References - Making Tax Digital for VAT
This dialog allows a user to grant authorization to the application to connect to HMRC, and be
able to submit and retrieve VAT returns. (For users in the United Kingdom only)
Authorize application
Select this option to authorize application to connect to HMRC.
Retrieve VAT obligations
Select this option to retrieve vat obligations.
Submit VAT Returns
Select this option to submit vat return for period.
View VAT Returns
Select this option to retrieve a submitted VAT return.
Retrieve VAT liabilities
Select this option to retrieve VAT liabilities. (Not yet supported)
Retrieve VAT payments
Select this option to retrieve VAT payments. (Not yet supported)
241
Screen References - Submit VAT Returns
This is the dialog for submitting VAT returns for a specific period.
Period:
The VAT period that this obligation belongs to
VAT due on sales and other outputs:
VAT due on sales and other outputs. This corresponds to box 1 on the VAT Return form. The
value must be between -9999999999999.99 and 9999999999999.99
VAT due on acquisitions from other EC Member States:
VAT due on acquisitions from other EC Member States. This corresponds to box 2 on the VAT
Return form. The value must be between -9999999999999.99 and 9999999999999.99
Total VAT due (the sum of boxes 1 and 2):
Total VAT due (the sum of vatDueSales and vatDueAcquisitions). This corresponds to box 3
on the VAT Return form. The value must be between -9999999999999.99 and
9999999999999.99
VAT reclaimed on purchases and other inputs (including acquisitions from the EC):
VAT reclaimed on purchases and other inputs (including acquisitions from the EC). This
corresponds to box 4 on the VAT Return form. The value must be between
-9999999999999.99 and 9999999999999.99
Net VAT to be paid to HMRC or reclaimed by you (difference between boxes 3 and 4):
The difference between totalVatDue and vatReclaimedCurrPeriod. This corresponds to box 5
on the VAT Return form. The value must be between 0.00 and 99999999999.99
Total value of sales and all other outputs excluding any VAT:
Total value of sales and all other outputs excluding any VAT. This corresponds to box 6 on the
VAT Return form. The value must be in pounds (no pence) between -9999999999999 and
9999999999999
Total value of purchases and all other inputs excluding any VAT (including exempt
purchases):
Total value of purchases and all other inputs excluding any VAT (including exempt purchases).
This corresponds to box 7 on the VAT Return form. The value must be in pounds (no pence)
between -9999999999999 and 9999999999999
Total value of all supplies of goods and related costs, excluding any VAT, to other EC
member states:
Total value of all supplies of goods and related costs, excluding any VAT, to other EC member
states. This corresponds to box 8 on the VAT Return form. The value must be in pounds (no
pence) between -9999999999999 and 9999999999999
Total value of all acquisitions of goods and related costs, excluding any VAT, from other
EC member states:
Total value of acquisitions of goods and related costs excluding any VAT, from other EC
member states. This corresponds to box 9 on the VAT Return form. The value must be in
pounds (no pence) between -9999999999999 and 9999999999999
When you submit this VAT information you are making a legal declaration that the
information is true and complete.\n A false declaration can result in prosecution.
This is a declaration that the user has finalised their VAT return.
242
Screen References - Select Period for VAT Return
This is the dialog for selecting period to retrieve a submitted VAT return.
Period:
Select the VAT period that this obligation belongs to
243
Screen References - Payment
The Express Accounts Payments window allows you to Add or Edit payments received. To
apply a new payment, click the
Sales tab and click the Receipt icon on the toolbar, or press C
trl+Y.
To edit an existing payment, first open the Payments list by clicking the View menu
and selecting
Payments, then select the payment you need to edit, and click the Edit button in
the toolbar.
Customer Payment
Date:
Enter the date the payment was received (not the date of the invoice).
Customer:
Select the customer from the drop-menu, or enter a new customer using the customer button
to the right of the drop-menu.
Amount:
If you selected a customer, this field will automatically fill with the customer's entire account
balance. If the payment does not match this number, enter the exact amount paid instead.
The payment amount will be distributed across the unpaid invoices listed below, completing the
oldest invoices first. You may manually redistribute applied amounts in the invoice list. Any
unapplied amount will be shown as
Unapplied amount remaining.
Method:
Select how the payment was made. Available options are Cash, Check, Credit Card, Bank
Deposit, and Other
Reference number:
Enter the reference number. Leave this field blank if you charge by credit card online; the
reference number will generate automatically after success. If you do not charge by credit card,
entering a reference number is optional, but can help you keep soft references between
payments and invoices.
Deposit account:
Select an account from the drop menu to apply the payment to.
Charge customer via online credit card gateway
Check this if you want to charge the customer by credit card. You must have set up the pay
account in Options on the Credit Card Gateways tab, as well as entered the customer's credit
card information for this option to be enabled.
Invoices
Unapplied amount remaining:
This is the total amount remaining that has not been applied toward any invoices.
List of Invoices
This is the list on invoices that you can apply the payment amount to. The applied amounts will
automatically be filled in starting with the oldest invoice, if you wish you may adjust the applied
amounts for each invoice by clicking on the Applied field, or the edit icon for each invoice.
Show paid invoices
Check this if you wish to show paid invoices in the invoice list view. The paid invoices will be
highlighted with a gray background and will not have a
Due amount.
Record
Click on 'Record Only' button to apply and save the payment. To record and print, click on the
pull down list and select the action.
244
Screen References - Refunds and Returns
The Refunds and Returns Dialog. Refunds can be paid to the customers with a negative
balance. To adjust the balance of the customers with a positive balance, the options are: a)
edit an existing customer's invoice, b) issue a credit note for the customer.
Select Customer
The list of customers. Only the customers with invoices in the last 12 months are listed.
Adjust Invoice
Edit the invoices for the selected customer.
Issue Credit Note
Issue Credit Note for the selected customer.
Pay the Customer Refund
Open new refund window and set the amount to refund the customer.
245
Screen References - Apply Credit Note
The Apply Credit Note window is where you can apply a customer's credit notes to their
overdue invoices. Select a credit note from the pull-down list to load the information, or you can
click the button on the right to open the Credit Note List window, where you can select from
pre-existing credit notes or create a new one. Once you have selected a credit note, the
Invoices list will fill with all the invoices assigned to the customer. Enter the amount you wish to
apply against each invoice in the Applied column; this column will automatically be filled in
using the amount of the credit note you selected.
Customer Payment
Date:
Enter the date the payment was received (not the date of the invoice).
Credit Note:
Select the credit note from the drop-menu. You can use the buttons to the right of this field to
look at the list of credit notes and edit the selected credit note.
Customer:
The customer of the selected credit note. This field is filled automatically once you select a
credit note to apply; the listed invoices are for this specific customer.
Amount:
This field will automatically be filled once you select a credit note to apply.
Deposit account:
Select the account the credit should be applied to.
Invoices
Unapplied Amount Remaining:
This is the total amount which has not yet been applied to any invoices.
Show paid Invoices
Check this if you wish to show paid Invoices in the Invoice list view.
246
Screen References - Enter Payments of Accounts
Payable
The Express Accounts Payments window allows you to Enter or Edit payments. To enter a
new payments of Accounts Payable, click
Enter Payments of Accounts Payable from the Pu
rchases
menu. To edit an existing payment, first open the Payments list by clicking View
and selecting
Payments of Accounts Payable, then select the payment you need to edit, and
click the
Edit button in the toolbar.
Payment
Date:
Enter the date the payment was made (not the date of the bill).
Supplier:
Select the supplier from the drop-menu. You also have the option of leaving this field blank if
you enter a bill number.
Account paid from:
Select the account from which this payment will be made. You may also create a new account.
Method:
Select how the payment was made.
Amount:
If you selected a supplier or bill number, this field will automatically fill with the supplier's
account balance. If the payment does not match this number, enter the exact amount paid.
Reference number:
Enter the reference number. Entering a reference number is optional.
Check no.:
Enter a check number. This is only applicable if you select Check as a payment method.
Express Accounts will automatically increment check numbers for you.
Journal memo:
Add a note about this transaction that will help you identify it in the journal.
Bills
This is the total amount remaining that has not been applied to any invoices.
Record
Click on this button to Record the payment.
247
Screen References - Vehicle
The Vehicle dialog is where you enter the name and description for a new vehicle.
Vehicle Name:
Enter the vehicle name.
Vehicle Description:
Enter the vehicle description.
248
Screen References - Vehicle Mileage
The Vehicle Mileage dialog is where you enter the information pertaining to the mileage
accrual of a vehicle.
Vehicle:
You can either type in the name of a vehicle, or select one from the drop menu. Adding a new
vehicle into this field will create a new record for that vehicle.
Customer:
Enter the customer to associate this trip with. You can either type in the name of a customer,
or select one from the drop menu. Adding a new customer into this field will create a new
record for that customer, which you can complete later with their contact details. Entering a
customer is optional, and can be used for mileage reports.
Job Code:
Enter a job code for this trip, to be used for your reference and in mileage reports. A customer
has to be entered in order to enter a job code.
Trip Start Date:
Enter the trip start date.
Trip End Date:
Enter the trip end date.
Odometer Start:
Enter the starting odometer reading for this trip.
Odometer End:
Enter the ending odometer reading for this trip.
Total Mileage:
This field will be automatically calculated once the Odometer Start and Odometer End fields
are filled.
Notes:
Enter any notes pertaining to the trip. This field is optional.
249
Screen References - Mileage Reports
Select Period
Select the date range over which to generate the mileage report.
Vehicle Mileage Summary
This is a summary report which sums all the mileage for each vehicle, over the selected time
period.
Detailed Mileage Report
This is a detailed report which displays every individual trip for each vehicle, over the selected
time period.
Vehicle Mileage Customer Report
This is a detailed report which displays all the mileage associated with a customer and/or job
code, over the selected time period. This information can be used to bill customers for vehicle
mileage costs.
250
Screen References - Account Transfer
Transfer from account:
Select the account to transfer an amount from. Upon selecting an account from this list, the
current account balance will be displayed.
Transfer to account:
Select the account to transfer an amount into.
Amount to transfer:
Enter the amount to transfer. This number cannot be greater than the current balance of the
account being transferred from.
Date:
Enter the date of the account transfer. This cannot be a future date.
Record:
Click on this button to Record the transfer.
251
Screen References - Recurring Invoice Schedule
Invoices that are sent on a recurring basis can be set up on a recurring schedule through
Express Accounts. To create a recurring invoice schedule, fill out an invoice as usual, click the
button and then select the Save as Recurring from the Record Invoice dialog.
Start date:
Enter the date when the invoice should first be generated.
Interval:
Select how often the invoices should issue.
Action:
Select the action that should be done after invoice has been recorded, if the invoice should be
printed, emailed, or faxed.
Replace the string %period% in any description with dates
It is sometimes useful to print the actual billing period on the invoice to the customer to explain
what period the invoice is for. To do this enter descriptions with the word "period" circumfixed
with percentage symbols, i.e., %period%, that way whenever a recurring invoice is issued, the
%period% will be replace with the actual dates of the invoice.
Update the prices of any items that have been changed
If this is ticked, whenever a recurring invoice is recorded it will check if the item price has
changed. If it has, the invoice prices will be updated.
Automatically charge customer by credit card
If this is ticked, and the invoice payment method is set to Credit Card, the customer will be
charged automatically by credit card at every invoice interval. To enable credit card payments,
the customer's credit information must be recorded on the Credit Card tab of their customer
record (see Customer~Credit Card), and the credit card gateway must be configured in
Options (see Options~Credit Card Gateways).
252
Screen References - Recurring Order Schedule
Sales orders that are sent on a recurring basis can be set up on a recurring schedule through
Express Accounts. To create a recurring order schedule, fill out the sales order as usual, click
the Record button at the bottom and then select the
Save as Recurring option from the
Record drop-menu at the bottom.
Start date:
Enter the date when the order should first be generated.
Interval:
Select how often the orders should issue.
Action:
Select the action that should be done after order has been recorded, if the order should be
printed, emailed, or faxed.
Replace the string %period% in any description with dates
It is sometimes useful to print the actual billing period on the order to the customer to explain
what period the order is for. To do this enter descriptions with the word "period" circumfixed
with percentage symbols, i.e., %period%, that way whenever a recurring order is issued, the
%period% will be replace with the actual dates of the order.
Update the prices of any items that have been changed
If this is ticked, whenever a recurring order is recorded it will check if the item price has
changed. If it has, the sales order prices will be updated.
253
Screen References - Statement Period
The Statement Period dialog allows you to select a time period for generating a customer
statement. This dialog opens when a customer is selected from the
Customers List
and the
Statement button is clicked in the toolbar.
Automatically use month or oldest due
If this option is selected the date will be the earlier of this month (if more than half way), last
month or one month prior to the oldest invoice due date.
Enter statement period
If this option is selected, you can explicitly enter the period for the invoice.
Start date:
Enter the date (inclusive) from which transactions are shown on the statement, or select the
start date from the calendar icon.
End date:
Enter the date (inclusive) to which transactions are shown on the statement, or select the end
date from the calendar icon.
254
Screen References - Customer Statements
The Customer Statements dialog allows you to select multiple customers to generate
statements for within a certain time period. There are five methods for generating statements:
print, print preview, email, fax, or saving as a PDF. The method you choose will apply to every
customer selected in the list.
Customer Filter
Check All
Check this box if you want to select or deselect all customers
Select Customers:
This is the list of the customers that Express Accounts will generate statements for.
Sort by Date
If this checkbox is selected, then the invoices on statements will be sorted by date instead of
invoice number.
Select Period
Automatically use month or oldest due
If this option is selected, the date will be the earlier of this month (if more than half way), last
month, or one month prior to the oldest invoice due date.
Enter statement period
If this option is selected, you can explicitly enter the period for the invoice.
Start date:
Enter the date (inclusive) from which transactions are shown on statements, or select the start
date from the calendar icon.
End date:
Enter the date (inclusive) to which transactions are shown on statements, or select the end
date from the calendar icon.
255
Screen References - Multiple Businesses
A single installation of Express Accounts can manage many businesses. Each business runs
as if it is an entirely different install-separated from the other businesses kept in Express
Accounts. Every single setting can be changed for each business. Each business has it own
customers, items, payments and, of course, invoices.
To add a business, from the File menu select Invoice -> Multiple Businesses. Then click the
Add New Business button. After you click Add the Quick Start Wizard will run.
To delete a business, from the File menu select Invoice -> Multiple Businesses. Highlight the
business you want to delete and click the Delete Business button.
256
Screen References - Account Properties
The Account Properties dialog is where you manage information about each account in the
Chart of Accounts. This dialog is opened from the Chart of Accounts list by double clicking an
existing account in the list. Open the Chart of Accounts list by clicking the
View menu and
selecting Chart of Accounts. The web version of this dialog may be opened with the
Add New
Account
button on the Chart of Accounts List page.
Account
Number:
This is the account number given to the account on creation or from the default accounts list.
The account number can be changed only if there aren't any transactions for this account.
Type:
The type of the account, Asset, Liability, Equity, Income or Expense, is set when you create
the account. It cannot be changed later. If you have made a mistake, delete the account and
create a new one.
Subclass:
The subclass of the Income or Expense account.
Classification for cash flow:
The selection you make in this field will be used for the Cash Flow Statement reports. Your
choices are Operating, Investing or Financing.
Name:
Enter the name of the account as you would like it to appear on all reports.
Header account (for subtotals only, no posting)
If the account is a header account it means that nothing can be posted directly to the account
but on reports the account prints the subtotals of all accounts below it with the same prefix.
Cash postable (e.g., bank or credit card)
If an account is cash postable it means it will appear in the list of accounts that payments can
be made from or deposits made to. Bank and Credit Card accounts usually have this option
ticked.
Tax included
Check this box if payment from this account will include sales tax. The tax will be based on
values entered on the Tax tab of Options, but can also be adjusted on the Payments and
Purchases dialog.
Opening balance:
If you are bringing this account from another accounting system, enter the opening balance as
at the date the accounts were transferred. Manually changing an opening balance is not
recommended after the initial setup. Accounts payable and accounts receivable opening
balances can be changed through respective suppliers and customers opening balances.
Default linked account for:
(If available) The selection you make in this field will be used as the default account for
selected transactions.
257
Screen References - Select Template
Templates can be used for common
Payments and Purchases Transactions
and for
Receipt and Deposit Transactions
. To select a template you have already created, click the Us
e Template
button in the lower right corner of the Payments and Purchases dialog or the
Receipts and Deposits dialog. To create a new template, see
Name Template
in the Screen
References section of this manual.
Select template
Select the template you wish to use and click the Load button.
Delete Template
Select the template(s) you wish to remove and click the Delete button.
258
Screen References - Name Template
Templates can be used for
Payments and Purchases Transactions
and for
Receipt and Deposit Transactions
. To create a new template, enter a payment transaction
(see the
Payments and Purchases
topic in the Screen References) or a receipt or deposite
transaction (see the
Receipts and Deposits
topic in the Screen References), but before you
record the transaction, click the
Save As Template button in the lower left of the dialog.
Name:
Enter the name for the template. The template will be saved and the transaction recorded
when you click OK.
259
Screen References - Select Date
Select date
For reports displaying data for a single day, such as the Balance Sheet, you will need to select
the date for the report. Fixed period choices available are today, yesterday, end of last month,
or end of last year. Or, you can choose Select from the menu, and then specify a specific date
by entering it in the Date field, or selecting the date from the calendar.
Date:
Enter the date or click the calendar button to display a date selector.
260
Screen References - Select Period for the Report
Select period
For reports that display data over a period of time, such as the Invoice report, Salesperson
report, or the Cash Flow statement, you will need to specify which dates the report should
span.
Select the period for the report from the drop menu. Fixed period choices available are
the today, this month or last month, this quarter or last quarter, this year or last year, this fiscal
year or last fiscal year. Or you can choose Select from the drop menu, and then enter a Start
Date and End Date in the fields for the period of the report.
Start date:
Enter the date (inclusive) that the period will start from. Click the down arrow to display a
calendar from which the start date can be selected.
End date:
Enter the date (inclusive) that the period will end on. Click the down arrow to display a calendar
from which the end date can be selected.
261
Screen References - Select Report Value to Sort
By
Use the Sort by Column pulldown list to select the column that the report will sort with. This is
dependent on the report being generated, and a default choice will be selected for each report.
Use the radio buttons to select which direction the report will sort: Ascending (from low to high)
or Descending (from high to low).
262
Screen References - Select Period with Sort for
the Report
Select period
Select period:
Select the period for the report from the drop menu. Fixed period choices available are: today,
this month, last month, this quarter, last quarter, this year, last year, this fiscal year, and last
fiscal year. Or you can choose Select from the drop menu, and then enter a Start Date and
End Date in the fields for the period of the report.
Start date:
Enter the date (inclusive) that the period will start from. Click the down arrow to display a
calendar from which the start date can be selected.
End date:
Enter the date (inclusive) that the period will end on. Click the down arrow to display a calendar
from which the end date can be selected.
Report Sorting
Use the Sort by Column pulldown list to select the column that the report will sort with. This is
dependent on the report being generated, and a default choice will be selected for each report.
Use the radio buttons to select which direction the report will sort: Ascending (from low to high)
or Descending (from high to low).
263
Screen References - Select Period and Customers
for the Report
Select Period
Select Period:
Select the period for the report from the drop menu. Fixed period choices available are: today,
this month, last month, this quarter, last quarter, this year, last year, this fiscal year, and last
fiscal year. Or you can choose Select from the drop menu, and then enter a Start Date and
End Date in the fields for the period of the report.
Start Date:
Enter the date (inclusive) that the period will start from. Click the down arrow to display a
calendar from which the start date can be selected.
End Date:
Enter the date (inclusive) that the period will end on. Click the down arrow to display a calendar
from which the end date can be selected.
Report Sorting
Use the Sort by Column pulldown list to select the column that the report will sort with. This is
dependent on the report being generated, and a default choice will be selected for each report.
Use the radio buttons to select which direction the report will sort: Ascending (from low to high)
or Descending (from high to low).
Customer Filter
Check All
Check this box if you want to select or deselect all customers
Select Customer:
This is the list of the customers that you need to generate reports.
264
Screen References - Select Periods for the Report
For reports that compare the data of two periods of time, such as the Income Statement
Analysis report, you will need to specify which dates the report should span.
This period
Select the first period for the report. Fixed period choices available are the today, this month or
last month, this quarter or last quarter, this year or last year, this fiscal year or last fiscal year.
Or you can choose Select from the drop menu, and then enter a Start Date and End Date in
the fields for the first period of the report.
Start date:
Enter the date (inclusive) that the period will start from. Click the down arrow to display a
calendar from which the start date can be selected.
End date:
Enter the date (inclusive) that the period will end on. Click the down arrow to display a calendar
from which the end date can be selected.
Previous period
Select the second period for the report. Fixed period choices available are the today, this
month or last month, this quarter or last quarter, this year or last year, this fiscal year or last
fiscal year. Or you can choose Select from the drop menu, and then enter a Start Date and
End Date in the fields for the first period of the report.
Start date:
Enter the date (inclusive) that the period will start from. Click the down arrow to display a
calendar from which the start date can be selected.
End date:
Enter the date (inclusive) that the period will end on. Click the down arrow to display a calendar
from which the end date can be selected.
265
Screen References - Select Account and Period
For the reports Account Enquiry and Reconciliation Report, found by clicking the Report menu
and selecting Other Reports, you will be prompted to select which account the report should be
generated for.
Select account and period
Select the account and period for the report. Select one of the preset periods from the
drop-menu, or you can choose "Select Period" and then enter any start date and end date you
like in the boxes below for the period of the report.
Start date:
Enter the date (inclusive) that the report period will start from. Clicking the down arrow will
display a calendar from which the start date can be selected.
End date:
Enter the date (inclusive) that the report period will end on. Clicking the down arrow will display
a calendar from which the end date can be selected.
266
Screen References - Select Budget
For the Budget Report, found by clicking the Report menu and selecting Other Reports, you
will be prompted to select which budget the report should be generated for.
Select Budget
Select the budget for the report.
267
Screen References - Report Items per Customer
For the Items per Customer report, you will need to specify the customer and which dates the
report should span.
Generate Report for Items per Customer
Select Customer:
Select the customer for the report.
Select Period:
Select the period for the report. Fixed period choices available are the current month, the
previous month, the current calendar year. Or you can choose Select and then enter any Start
Date and End Date you like in the boxes below for the period of the report.
Start Date:
Enter the date (inclusive) the report period will start from. Clicking the down arrow will display a
calendar from which the start date for the report can be selected.
End Date:
Enter the date (inclusive) the report period will end on. Clicking the down arrow will display a
calendar from which the end date for the report can be selected.
Report Sorting
Use the Sort by Column pulldown list to select the column that the report will sort with. This is
dependent on the report being generated, and a default choice will be selected for each report.
Use the radio buttons to select which direction the report will sort: Ascending (from low to high)
or Descending (from high to low).
268
Screen References - Accounts Receivable Aging
Report
Report Sorting
Use the Sort by Column pulldown list to select the column that the report will sort with. This is
dependent on the report being generated, and a default choice will be selected for each report.
Use the radio buttons to select which direction the report will sort: Ascending (from low to high)
or Descending (from high to low).
Customer Filter
Check All
Check this box if you want to select or deselect all customers
Select Customer:
This is the list of the customers that you want to generate reports.
269
Screen References - Report Customer Sales
Generate Report for Customer Sales
Check All
Check this box if you want to select or deselect all customers
Select Customer:
This is the list of the customers that you need to generate reports.
Select Period:
Select the period for the report. Fixed period choices available are the current month, the
previous month, the current calendar year. Or you can choose Select and then enter any Start
Date and End Date you like in the boxes below for the period of the report.
Start Date:
Enter the date (inclusive) the report period will start from. Clicking the down arrow will display a
calendar from which the start date for the report can be selected.
End Date:
Enter the date (inclusive) the report period will end on. Clicking the down arrow will display a
calendar from which the end date for the report can be selected.
270
Screen References - Choose Businesses and
Report
To view a balance sheet, income statement, cash flow statement for more than one business,
select the businesses and report type from this dialog. The dialog can be opened from the
Reports List on the Reports tab.
Businesses
A list of all the businesses set up through Express Accounts appears in the Businesses section
of this dialog. Select the business you want to consolidate reports for by checking the box next
to the business name.
If your businesses are in different currencies, the report will be in the currency of the current
business selected in Multiple Businesses. You will want to update the information in the
Currency and Rate columns. Updating these columns does not change the currency of each
business, it is used to enter an exchange rate, so that the calculations will be correct for the
active currency. To select a new currency, click the currency cell, and a drop-menu will appear.
If your currency does not appear in the list, type it into the field. To enter a new rate, type the
new rate into the rate cell.
Reports
A list of reports is displayed in the lower window. Select the report that you want to view.
Select Date: For reports displaying data for a single day, such as the Balance Sheet, you will
need to select the date for the report. Fixed period choices available are today, yesterday, end
of last month, or end of last year. Or, you can choose Select from the menu, and then specify a
specific date by entering it in the Date field, or selecting the date from the calendar.
Date:
Enter the date or click the calendar button to display a date selector.
Save Report as CSV:
You can save your report in a spreadsheet file format.
271
Screen References - Select Report
The Select Report dialog is where you can view all the report types available in Express
Accounts, and where you select a report to view. To view the full report list, click the
Report
menu
and select Other Reports. To view a report in the list, select it and click the View
button.
●
Unpaid Accounts Report - view a list of all customers with an outstanding balance.
●
Invoices Report - view a list of all invoices created during a specified time period.
●
Quotes Report - view a list all quotes created during a specified time period.
●
Orders Report - view a list all orders created during a specified time period.
●
Sales Invoice Payment Report - view a list of all invoice payments received during a
specified time period.
●
Salesperson Report - view a list of salespeople, their dollar amount in sales, and the
percentage of total sales they made during a specified time period.
●
Item Sales Report - view a list of all items sold, and the dollar amount the item generated
during a specified time period.
●
Inventory Report - view a list of all inventory items, their unit value, and the total value of
your on-hand inventory.
●
Balance Sheet - view a summary of the business's assets, liabilities and equity from a
specified date.
●
Chart Of Accounts - view a list of all the accounts in the Chart of Accounts, including the
account number and type, and whether entries to the account debit or credit the account.
●
Income Statement - also referred to as a Profit and Loss Statement, or P & L. View a report
of the business's revenue during a specified time period.
●
Income Statement Analysis - view a comparison of revenue generated by the business
during two specified time periods.
●
Account Enquiry - view the transactions on any account and its balance for a specified time
period.
●
Cash Flow Statement - view the cash generated during a specified time period.
●
Trial Balance - view the balances of your credit and debit accounts over a period of time to
check for accounting errors.
●
Reconciliation Report - view all transactions that have been reconciled during a specified
time period.
●
Items Per Customer Report - view a list of items ordered by a customer during a specified
time period.
●
Accounts Payable Report - view a list of all accounts payable during a specified time period.
●
Payments of Accounts Payable Report- view a list of all payments to accounts payable
during a specified time period.
●
Customers Report - view a list of all customer balances.
●
Customer Sales Report - view a list of all customer sales both invoices and paid during a
specified time period.
●
Sales Tax Report - view a comprehensive report of the taxes your company collected and,
if specified in Options ~ Sales Tax, the taxes your company has paid towards purchases.
●
Mileage Reports - select one of three types of mileage reports (generated for a specified
time period): a general summary showing the mileage accrual of all vehicles, a detailed
mileage report showing each trip for a vehicle, and a customer report showing all the
mileage associated with a customer.
●
Consolidated Reports - select a business and choose to view the balance sheet, income
statement, or cash flow statement for that business.
272
●
Accounts Receivable Aging Report - view a report for outstanding balances according to
the amount of time they have been outstanding. Report can be be filtered by customer.
●
Budget Report - select a budget and view the differences between the actual and allocated
amounts.
●
Custom Reports - select this to begin creating customized reports for your business.
Please see the
Custom Reports
help page for more information on how to use this feature.
273
Screen References - Select Period for the Report
Select period
For reports that display data over a period of time and an option to select a report sub-type,
such as the Sales Tax Report (Accrual and Cash basis), you will need to specify which dates
the report should span.
Select the period for the report from the drop menu. Fixed period
choices available are the today, this month or last month, this quarter or last quarter, this year
or last year, this fiscal year or last fiscal year. Or you can choose Select from the drop menu,
and then enter a Start Date and End Date in the fields for the period of the report. A pulldown
list for report type is also provided.
Start date:
Enter the date (inclusive) that the period will start from. Click the down arrow to display a
calendar from which the start date can be selected.
End date:
Enter the date (inclusive) that the period will end on. Click the down arrow to display a calendar
from which the end date can be selected.
274
Screen References - New Item
Item code:
Enter a unique short (but memorable) code for this item.
Item description:
Enter the full description of the item.
Unit value:
This is the price of one of the item.
Quantity:
Input the quantity of the item.
275
Screen References - Pay by Cash
The Pay by Cash dialog is used during a Non-Invoiced Cash Sale. To complete a non-invoiced
cash sale, from the
Sales tab click the Enter non-invoiced cash sale link in the sidebar,
enter the items being sold, and select
Record Cash from the Record drop-menu at the bottom.
Amount due:
This field shows amount due.
Change due:
Change due value will show the amount of change owed back to the customer. The value will
display automatically once the Cash field (below) has been filled in.
Cash:
Enter the amount paid by a customer. If the customer has given an amount over the amount
due, the change due will be displayed in the Change due field (above).
Print receipt
Check this checkbox if you want to print a receipt.
276
Screen References - Pay by Credit Card
The Pay by Credit Card dialog is used during a Non-Invoiced Cash Sale. To complete a
non-invoiced credit card sale, from the
Sales tab click the Enter non-invoiced cash sale link
in the sidebar, enter the items being sold, and select
Record Credit from the Record
drop-menu at the bottom. In order to receive credit card payments through Express Accounts,
a credit card gateway should be configured on the
Credit Card Gateways
tab of the Options
dialog.
Credit card information
Card number:
Enter the customer's credit card number.
Card verification number:
Enter the customer's credit card Verification Number, usually found on the back of the card.
Expiration month:
Enter the customer's credit card expiration month.
Expiration year:
Enter the customer's credit card expiration year.
Cardholder name:
Enter the credit card holder's full name.
Billing Address (Optional)
Customer name:
Enter the name of the customer.
Enter the customer billing address.
Amount due:
Select the account the payment should be applied to.
Print receipt
Check this box to print a receipt.
Configure Payment Gateway
Click here to set up a credit card gateway
277
Screen References - Pay by Check
The Pay by Check dialog is used during a Non-Invoiced Cash Sale. To complete a
non-invoiced check sale, from the
Sales tab click the Enter non-invoiced cash sale link in
the sidebar, enter the items being sold, and select
Record Check from the Record drop-menu
at the bottom.
Check number:
Enter the check number.
Amount due:
This field shows amount due.
Print receipt
Check this checkbox if you want to print a receipt.
278
Screen References - Choose Payment Method
The Choose Payment Method dialog appears when an Invoice is recorded with payment. It is
used to designate payment type before the invoice and payment are recorded.
Payment method
Cash
Select the Cash option if the customer paid by cash.
Check
Select the Check option if the customer paid by check, then enter the check number in the field
below the check option (below).
Check number:
Input the check number if the customer paid by check and the Check option is selected
(above).
Credit card
Select the Credit card option if the customer is paying by credit card. The card information is
pre-filled using the information stored in the customer record, and any changes to this
information will be saved back to the customer record. A credit card gateway must also be
configured (found in the Credit Card Gateway tab of Options).
Charge Customer via online Credit Card Gateway
Check this option if you want to charge the customer by credit card via an online Credit Card
Gateway. For the payment to process successfully, you must have configured a Credit Card
Gateway (found in the Credit Card Gateway tab of Payment Options).
279
Screen References - Save Customer
The Save Customer dialog appears after an invoice is recorded if, during invoice creation, a
customer was selected and then manually changed. You have the option of changing the
name of the customer record permanently, creating a new separate customer record, or not
taking action.
280
Screen References - Email to Many
It is possible to email several invoices at once. From the View menu, select Invoices to bring
up the invoices list. Select multiple invoices using the Shift or Ctrl keys and then click the
Email
Send email to
Send all invoices to this email address
Send all data to a specified email address.
Send to the customer's email address
Send data to the customer's email address record. If customer does not have an email
address
Prompt for the email address
This option will ask for an email address from the user.
Skip customer
Don't send when no email address was provided.
281
Screen References - Select Customer
It is possible to combine two or more quotes or orders and convert them to an invoice. If the
user selects two or more quotes or orders from different customers, they will be warned that
different customers have been selected, and then given the option to select which customer
the quotes or orders should be recorded to.
To view the Orders list, select the Sales Orders->View menu option. To view the Quotes list,
select the Quotes->View menu option. Select two or more quotes or orders using the Shift or
Ctrl keys, then click the Invoice icon on the toolbar. When prompted, select which customer
account the invoice should be recorded to.
Customer:
Select a customer from the list.
282
Screen References - Run Automatic Statements
When the time comes to run automatic statements for your customers, a link will appear in the
sidebar. Once the link is clicked, the user will be asked to select the appropriate method for
Automatic Statements to execute.
Select method
Email if an email exists, otherwise print
When this option is selected, the statement will be emailed to the customer if the customer
record contains an email address. Otherwise, the statement will be printed so it can be
delivered to the customer by other means.
Print statements to the printer for everyone
Select this option to print all statements.
Email statements to the customer (Prompt if no email)
When this option is selected, the statement will be emailed to the customer if their customer
record contains an email address. Otherwise, Express Account will prompt you for an email
address. If no email address is provided, the statement will not be created.
283
Screen References - Salesperson
The Salesperson dialog is where you enter the name for a new salesperson record. To add a
new salesperson, click the
View menu, select Salespeople, and then click the Add icon on
the toolbar. Salesperson records will also be created automatically if a new name is entered on
a quote, sales order, or invoice.
Salesperson information
Name:
Enter the salesperson name.
284
Screen References - Tax Rate
The Tax Rate dialog is where new tax rate details for invoice computation can be entered, or
existing tax rate details can be edited. Access the Tax Rate dialog by opening the Options
dialog, click the Tax tab, and click
Add to create a new tax rate, or select an existing tax rate
and click
Edit to edit tax rate details.
Tax Name:
Enter the tax name. This is used for display purposes.
Simple Tax Rate (%):
This is the rate to be used for invoice computations.
Combined Tax Rate:
Create a tax group composed of simple taxes.
Compounding so rate 2 is applied after rate 1
When this option is enabled, tax rate 1 is applied on item-value, then tax rate 2 is applied on
top of total that has already been taxed with tax rate 1. When the option is disabled, both tax
rate 1 and tax rate 2 are applied on item-value.
Show zero percent
Enable this checkbox if the user wants to print zero percent tax rates in Invoices. (Applicable in
EU and UK only.)
Sales tax collected account:
Select the account you would like any sales tax collected to be allocated to.
Sales tax paid account:
Select the account you would like any sales tax paid to be allocated to.
285
Screen References - Import Items from Other
Business
The Import Items from other Business dialog lets you transfer items from other Express
Accounts businesses into the current one. To import items into the current Express Accounts
business, click the
View menu and select Items. In the Item menu, select Import Items
from Other Business.
Businesses
A list of all the businesses set up through Express Accounts is listed in the Businesses section
of this dialog. Select the business where you want to import data
from.
Items
When a business is selected in the top window, a list of that business's items is displayed in
the lower window. To select the items that you want to be copied, make sure their boxes are
checked.
286
Screen References - Import Customers from
Other Business
The Import Customers from Other Business dialog lets you transfer items from other Express
Accounts businesses into the current one. To import customers into the current Express
Accounts business, click the
View menu and select Customers. In the Customer menu,
select
Import Customers from Other Business .
Businesses
A list of all the businesses set up through Express Accounts is listed in the Businesses section
of this dialog. Select the business where you want to import data
from.
Customers
When a business is selected in the top window, a list of that business's customers is displayed
in the lower window. To select the customers that you want to be copied, make sure their
boxes are checked.
287
Screen References - Linked Accounts
The Linked Accounts dialog appears when Express Accounts is missing information about
crucial accounts. In order to create invoices, customer payments, and business purchases,
Express Accounts requires account numbers for the following accounts: Deposit Account,
Accounts Receivable, Accounts Payable, Income Account, Expense Account, Freight
Collected, Freight Paid, Sales Tax Collected, and Sales Tax Paid. You can enter your new
account numbers/description, or you can select from existing accounts in the
Chart of Accounts
288
Screen References - Edit Accounts
The Express Accounts Edit Payment window allows you to edit applied payments.
Applied:
Payment amount to apply to this invoice.
289
Screen References - Invoice Records Log
Express Accounts keeps a record of actions related to invoices, such as when they were
printed, faxed or emailed. This can be useful to reference if a question about whether an
invoice was sent ever arises.
Open the Invoice Records Log from the Invoice List by right clicking an invoice and selecting S
how Logs
from the right-click menu.
This dialog box displays the logs of the selected record. Click Save As to save the selected log
in a file.
Click Print to print the log.
290
Screen References - Email Address
Please enter the email address you want to send to. This needs to be the full email address,
e.g., [email protected] . To send to multiple email addresses, separate each address
with a comma. For problems with sending an email, please refer to
this page.
Remember this email address
If this option is available, check 'Save this email ...' to save the email address for use in the
future.
Attach or Include Invoice
You may choose whether to have the invoice attached to the email as a PDF file, or to include
it within the email as an HTML document.
291
Screen References - Email Address - Payment
Please enter the email address you want to send to. This needs to be the full email address,
e.g., [email protected] . To send to multiple email addresses, separate each address
with a comma. For problems with sending an email, please refer to
this page.
Remember this email address
If this option is available, check 'Save this email ...' to save the email address for use in the
future.
Attach or Include Payment
You may choose whether to have the payment attached to the email as a PDF file, or to
include it within the email as an HTML document.
292
Screen References - Email Address - Refund
Please enter the email address you want to send to. This needs to be the full email address,
e.g., [email protected] . To send to multiple email addresses, separate each address
with a comma. For problems with sending an email, please refer to
this page.
Remember this email address
If this option is available, check 'Save this email ...' to save the email address for use in the
future.
Attach or Include Refund
You may choose whether to have the refund attached to the email as a PDF file, or to include it
within the email as an HTML document.
293
Screen References - Adjust Row Value
This dialog is used for adjusting the row values of the budget.
294
Screen References - Browse transaction file
Bank file:
You can browse for your bank statement's transaction file in CSV or OFX format.
295
Screen References - Edit Account Value
This dialog can be used for entering an account balance from ExpressAccounts for a specified
period or a point of time.
Account:
Select an account or account type from pull-down-list.
Period:
Select a period or point of time from the pull-down-list.
296
Screen References - Edit Comparison Expression
Value
This dialog can be used for entering a comparison type expression in the report form. It allows
you to compare two different field values or expressions, and enter an amount in the report
form based on those comparison.
Enter the left-side expression or amount.
Select a comparison type.
Enter the right-side expression or amount.
Value when above condition is true:
Enter an expression or an amount to be substituted in the report text, when above condition is
valid or true.
Value when above condition is false:
Enter an expression or an amount to be substituted in the report text, when above condition is
invalid or false.
297
Screen References - Edit True/False Value
This dialog can be used for entering a boolean type (True/False, Yes/No) value in the report.
This can be very useful for checkboxes and answering Yes/No type questions in the report.
Select state:
Select True or False state.
Value name:
Enter the desired text for current state. You can also enter unicode characters and symbols.
298
Screen References - Edit Rounding Value
This dialog can be used for rounding an expression or amount in the report.
Rounding Rule:
Select a rounding rule.
Rounding Interval:
Select a rounding interval.
Expression to round:
Enter an expression or an amount. E.g., Field1+Field2, 259.66, etc.
299
Screen References - Rename Report Form
This dialog is used for renaming the report form name.
New report form name:
Enter a report form name. It must contain valid file name characters as the report form's file
name will be same as the report form name.
300
Screen References - Column Order
Column Order window allows you to change the Invoice item list's headers ordering.
Contains the list of available column headers (ordered from left to right).
Move Up
Move the column header to a higher order.
Move Down
Move the column header to a lower order.
301
Screen References - Item ~ Item
The Item tab of the Item dialog is where you enter or edit an item's description and price
details. To edit an existing item, click the
View menu, select Items, select the item you wish
to edit and click
Edit. New items can be created in quotes, orders and invoices and then edited
with more detail in this way. New items can also be created using the Item dialog by clicking
the
View menu, selecting Items, and clicking Add in the toolbar.
Item code:
Enter a short, unique (but memorable) code for this item. This will not be displayed on invoices,
quotes and orders.
Item description:
Enter the full item description you want to display on invoices, quotes and orders.
Unit selling price (or rate):
This is the selling price for a single unit of the item.
Unit purchase price (or cost):
This is the purchase price or cost for a single unit of the item.
Tax:
Select the tax rate that applies to the item. If the only option you see is 'None,' you need to
configure the Tax Options first (click the Options icon from the main window, then click the Tax
tab).
Income account:
If you have multiple entries in the income statement, select the account here. Default is
General Sales. This then will be subtotaled in the Accounting Report.
Expense account:
If you have multiple entries in the income statement select the account here. Default is General
Products Purchased. This then will be subtotaled in the Accounting Report.
302
Screen References - Item ~ Inventory
The Inventory tab of the Item dialog is where you enter or edit an item's inventory levels. To
edit an item's inventory, click the
View menu, select Items, select the item you wish to edit
and click
Edit, then click the Inventory tab.
Manage the inventory stock levels
Tick (Check) this if you want to manage the inventory stock levels.
Current quantity:
This is the current quantity of the item.
Ideal quantity:
This is the ideal quantity of the item.
Warning quantity:
This is the warning quantity of the item. Express Accounts will notify you went the quantity gets
to this level.
303
Screen References - Supplier ~ Supplier
The Supplier dialog is where you enter or edit a supplier's contact information. When a supplier
has been entered into Express Accounts, they will be available for selection in the Supplier
drop-menu when creating purchase orders or paying bills. To create a new supplier record
from the desktop version, click the
View menu, select Suppliers, and click Add in the toolbar.
To create a record from the web interface, click the
Supplier Lists link, then click the Add
New Supplier
button at the top of the screen.
Supplier name:
Enter the business name of the supplier, such as Acme, Inc.
Contact person:
Enter the full name of your contact person in the supplier's company.
Contact first name:
This is the first name of the person you deal with, or the way you address them.
Address:
Enter the supplier's address.
Phone (primary):
This phone number can be used to call the supplier directly from Express Accounts, by clicking
the Call button.
Phone (alternative):
Enter the supplier's alternate phone number.
Fax:
This fax number is used for sending purchase orders by fax.
Email:
This email address is the one used for sending purchase orders by email, if email is the
preferred method.
VAT registration number:
Supplier's VAT registration number
Set tax exempt for this supplier
Check this if you wish to not apply taxes on any transaction of this supplier.
Additional info:
Enter an additional information, such as ABN.
Payment terms: (if available)
Select the terms of payment which will appear by default on an accounts payable created for
this supplier.
304
Screen References - Supplier ~ Info
Opening balance:
Enter the opening balance of the supplier.
Balance due:
This is the current total balance due to the supplier
Last order:
This is the date that the last purchase order for the supplier was created.
Orders
Search Orders
Click on this button to search for all orders belonging to this supplier.
This is the list of orders belongs to the supplier. To view an order, double click on it.
305
Screen References - Customer ~ Customer
The Customer tab of the Customer dialog is where you enter or edit a customer's primary
contact information. To edit an existing item, click the
View menu, select Customers, select
the customer you wish to edit and click
Edit. New customers can be created while filling out
quotes, orders and invoices and edited with more detail in this way. New customers can also
be created using the Customer dialog by clicking the
View menu, selecting Customers, and
clicking
Add in the toolbar.
Customer name:
Enter the business name of the customer, such as Acme, Inc.
Contact person:
Enter the full name of your contact person with the customer.
Contact first name:
This is the first name of the person you deal with, or the way you address them.
Use mailing address as shipping address
Check this box to use the customer's billing address as their shipping address.
Enter the customer billing address. If the customer has a different shipping address you can
enter that on the Other tab.
VAT registration number:
Enter the customer's VAT registration number
Phone (primary):
Enter the customer's primary phone number.
Phone (alternative):
Enter the customer's alternate phone number.
Fax:
Enter the customer's fax number.
Email:
This email address is the one used for sending invoices by email if email is the preferred
method.
Additional Printed Info:
Enter any additional information to be printed on invoices, such as ABN.
This customer is active
Check this box to show that this customer is currently active.
306
Screen References - Customer ~ Credit Card
The Credit Card tab of the Customer dialog is where you store a customer's credit card number
for accepting credit card payments. Open this tab by clicking the
View menu, selecting Custo
mers,
and clicking the Credit Card tab. This tab must be filled out before you can
accept credit card payments from customers, as well as the Credit Card Gateway tab of
Options (see
Options~Credit Card Gateway
).
Card number:
Enter the customer's credit card number.
Card verification number:
Enter the customer's credit card Verification Number. This is usually a 3-digit number found on
the back of the card.
Card type:
Select the customer's credit card type.
Expiration month:
Select the customer's credit card expiration month.
Expiration year:
Select the customer's credit card expiration year.
Card holder first name:
Enter the credit card holder's First Name.
Card holder last name:
Enter the credit card holder's Last Name.
Currency type:
Select the currency type for the customer to pay. This works for Paypal only, for authorize the
currency type is always USD.
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Screen References - Customer ~ Other
The Other tab of the Customer dialog stores additional information about the customer, such
as their shipping address, and several options that will appear by default when creating
invoices for this customer. Open this tab by clicking the
View menu, selecting Customers,
and clicking the
Other tab.
Shipping address:
If the customer's preferred shipping address is different from the billing address, enter it here. If
the shipping address is the same as the billing address, click the 'Use mailing address as
billing address' checkbox on the Customer page.
Prefers invoices by:
Select the method which Express Accounts should use to send invoices to this customer when
generating new recurring invoices.
Set tax exempt for this customer
Check this if you wish to not apply taxes on any transaction for this customer.
Payment terms:
Select the terms of payment which will appear by default on an invoice created for this
customer.
Salesperson:
This is the name of the salesperson who will be selected by default when an invoice is created
for this customer.
Customer notes:
These notes are for internal use only. They can be used, for example, to indicate the
customer's history or for special terms.
Customer group:
Select the group that this customer belongs to. To manage customer groups, use the button to
the right of the Customer group field.
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Screen References - Customer ~ Info
Opening Balance:
A customer's opening balance is used as the starting amount for calculating their Balance Due.
Balance Due:
This is the current total balance due for the customer.
Oldest Due Date:
This is the due date of the oldest invoice of the customer.
Last Invoice:
This is the date that the last invoice for the customer was created.
Invoices
Search Invoices
Click on this button to search for all invoices belongs to this customer.
This is the list of invoices belongs to the customer. To view an invoice, double click on it.
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Screen References - Express Accounts Quick
Start Wizard ~ Quick Start: Business Details
The Quick Start Wizard runs when Express Accounts is first installed and when a new
business is set up.
Business name:
Enter the name of the business.
Address:
Enter the address of your business.
Contact details:
Enter the contact details you want to appear on invoices, reports, and other documents. For
example, phone, fax and email address.
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Screen References - Express Accounts Quick
Start Wizard ~ Quick Start: Chart of Accounts
Use the default chart of accounts for a business.
This is the recommended option if you are starting a new set of accounts. The Express
Accounts default list is pre-configured and suitable for most businesses. You can modify or add
accounts as required later.
Checking Account Opening Balance:
Enter the initial checking account balance.
Credit Card Account Opening Balance:
Enter the initial credit card account balance.
Create a new chart of accounts list manually.
Use this option if you want to create your own chart of accounts list with your own numbering
system. This takes more time to set up, but may be suitable if you already have a bookkeeping
system.
Import chart of accounts from the primary business
Use this option to copy the chart of accounts already entered into Express Accounts under the
primary business.
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Screen References - Express Accounts Quick
Start Wizard ~ Quick Start: Business Type
Select the radio button which best describes your business. This only affects the labels on
invoices and can be changed later either in the
Business section in Options or under Invoice
Text
in the Invoice section in Options.
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Screen References - Express Accounts Quick
Start Wizard ~ Express Accounts Quick Start
Wizard
The Regional Settings window allows you to choose region-specific symbols, unit of
measurement and other formats for your business.
Currency symbol:
This is the symbol used for money in your country, such as $.
Currency name:
This is the name used for money in your country. For example, Dollars or Pounds.
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Screen References - Express Accounts Quick
Start Wizard ~ Quick Start: Select Your Province
Select your province:
Select the province where your business resides.
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Screen References - Express Accounts Quick
Start Wizard ~ Quick Start: Select Your Country
Select your country:
Select the country where your business resides.
Select your province:
Select the province where your business resides.
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Screen References - Express Accounts Web
Access Wizard ~ Set Up Web Access
Would you like to set up Web Access now?
Set up remote access from the local network/internet.
Guides you to set up Web Access.
No, don't allow any remote access.
Aborts Web Access setup.
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Screen References - Express Accounts Web
Access Wizard ~ User Account Web Access
Web Accounts
Display Name:
Enter the user's name. This is used for display purposes.
Email Address:
This is used to uniquely identify the user. The user will use their email as the account name, to
login to the web interface, and if they lose their password.
Password:
Enter the password for this user. The user will use this to login to the web interface.
Password Again:
Enter the password for this user again, to make sure it has been entered correctly.
Account Enabled
Tick this option to enable the account, and to allow the user access to the web interface.
User Privileges
Administrator
Checking this option will allow this user to modify others user's preferences and to
add/edit/remove transactions.
User
Checking this option allows this user to be able to add/edit/remove transactions.
Viewer
Checking this option allows this user to view transactions, but does not allow them to
add/edit/remove transactions.
Organizations
This is the list of organizations that the user can access. By default, Administrators are allowed
to access all organizations.
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Screen References - Express Accounts Web
Access Wizard ~ Choose Web Access Type
Local Access - Access your data from inside your local network.
Select this option if you will only be accessing Express Accounts from the same network, not
from remote locations over the internet. Not that you will still use a browser to access Express
Accounts using this option.
Public Access - Access data from anywhere using a web browser.
Select this option if you need to access Express Accounts from computers or devices in
remote locations or that aren't on the same network.
Cloud Access - An easy but slower alternative to the Public access option.
Select this option if you are having difficulty configuring Public Access. Cloud Access may be
slower than the other options, but will require much less effort on your part to set up.
Access Status
The Access Status displays any errors associated with your connection type, or will notify you if
you are configured properly for Web Access. If you see errors, the status should provide hints
for fixing the errors. Ask your network administrator for help configuring your system.
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Screen References - Express Accounts Create
New Budget Wizard ~ Create New Budget
Date:
Enter the date for the budget.
Choose Budget Type
Balance Sheet (ending balance)
Balance Sheet type of budget focuses on the ending balance.
Profit and Loss (all activity for the year)
Profit and Loss Budget deals with all the activities for the year.
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