ERPLY Books user manual
Contents
1. and suppliers initial balances This way errors can be prevented in the following accounts Revenues VAT Receivables from Sales Debts to Suppliers Expenses from Purchase Invoices If the data is entered at the end of the year the sales profit and expenses that arise from entering the customers and suppliers initial balances must be entered into the profit of the financial year In the initial balances credit and debit balances are not separated Enter all the balances in the correct balance value In addition as ERPLY Books does not calculate the value of the equity capital this must also be inserted into the correct accounts When saving the initial balances ERPLY Books asks for confirmation if Assets do not equal Liabilities This is the only situation where the user can voluntarily save an incorrect balance sheet In case of a starting organisation the first account s setup with a 2500 deposit is as follows e The bank account 2500 e Stocks or Holdings denomination 2500 When entering the initial balances a transaction is made where all the balances are shown together on a set date When opening the module you can see the account balances of the picked date This means that if the business has been using ERPLY Books for a certain time period the initial balances module is no longer the correct way to enter the initial balances of the accounts In this case we recommend you to use the regular accounting modul2. full rights except adding users or changing their roles 3 Debt Collector Accountant who can manage invoices and payments but cannot see the main reports 4 Can Record can record transactions data but cannot access reports can see only items and numbers that have been added by him her 5 Can View can view reports and any data but cannot change already entered data It is also possible to add a project to a user so he she can only see the specific items connected to the project For example if the company has two locations and there is a need to show reports to local managers You can manage user roles and designated projects from Settings gt Users In order to change a user role or a project you have to remove the user and re add him her with the new role and or project To give the user access rights you have to add him her with his her e mail NB the owner of the e mail address won t receive an automatic notification If he she hasn t registered yet he she can register after having gained access with the same authorised e mail and with the exact same spelling of the name of the organisation he she was authorised for 2 4 ERPLY Settings 2 4 1 Configuring ERPLY POS in ERPLY Books To integrate ERPLY Books and ERPLY some of your ERPLY account data is needed The module is located in Settings gt ERPLY Settings To integrate ERPLY with ERPLY Books the fields shown in the following picture need to be filled
3. Username Erply Password ERPLY Client Code 123456 Choose Article for Warehouse Related Invoices Completed Products x Or AddNew Choose Article for Service Invoices lt gt Customer to Connect all Sales not Required o M Sync Waybillls For authentication the ERPLY POS username password and ERPLY POS organisation code are needed ERPLY Books will place the selected item on all imported invoices This is why the item s Expense Account and Assets account if the type of the item is Goods and Products plays an important role in managing the accounting of the organisation If the initial synchronising data is entered ERPLY Books enables synchronising ERPLY Invoices Customers Suppliers and Receivables 2 4 2 Configuring the card terminal for ERPLY POS users Let s view a situation where a savings account is used for transactions with the terminal e To use card payments you need to create a separate account in the chart of accounts It has to be a bank card account First create a new account Accounting gt Chart of Accounts and then go to Settings gt Initial Data gt System Accounts and change the bank card account to the account you created If the Savings Account has been assigned as a Bank System Account all payments synchronized from ERPLY that have a type of card payments will be deposited to this account 2 5 Time Tracking Settings ERPLY Boo
4. 1 When creating an invoice the customer field is highlighted When a customer has been chosen then in case of a Sales Invoice you will be directed to the first invoice row In case of a Purchase Invoice the invoice number is automatically focused after selecting the supplier 2 When entering invoice items search through the items list and choose by pressing ENTER This will activate the table field and from there you can navigate with arrows Arrow down creates a new row and pressing enter activates the field s value so that you can change it When all items have been added and their prices checked press ctri s to save 4 After saving a window opens where a payment can be assigned to the invoice and copying printing or adding a new invoice is possible a 5 4 Settlements with Reporters Creating invoice for Reporters receipts You can use a special purchase invoice form to register the expenses made by a reporting person Go to Purchases amp Expenses gt Purchase Invoice Add new gt Reimbursement NB Accountants Reporters account is on the Active side by default If you d like to see it on Passive you just need to change the types of the account Accounting gt Chart of Accounts or create a new account of a correct type and add it to a new Reporter System Account Settings gt Initial Data gt System Accounts 5 5 Sending invoices To send an invoice it has to be saved with Save and send or you can dow
5. 83 100 20 1273 83 x Shon Peat Aroun Description Date Tax Sales Taxable Amount Taxes from Sales Purchased Taxable Amount Tax from Purchases S Fixed Asset Sales Invoice Customer 1 16 03 24 2015 20 10 00 2 00 0 00 0 00 10 00 2 00 0 00 0 00 Main Tax Sales Invoice Customer 1 16 03 24 2015 20 10 00 2 00 0 00 0 00 Descriptions of the fields Sales Sales totals with different VAT percentages Purchases Purchase totals with different VAT percentages Total the difference between Sales and Purchases VAT total the total VAT to be paid to the Tax Office After the summary you will find a list of items which the summary contains 9 4 Financial reports Balance Sheet Profit amp Loss Statement and Cash Flow Statement Balance sheet ERPLY Books composes the balance sheet according to the balance types set in the Chart of Accounts The balance sheet can be selected under Reports in the Accounting Menu Income Sheet ERPLY Books composes the Income Sheet according to the Income types set in the Chart of Accounts The profit report can be selected under Reports in the Accounting Menu Cash Flow Statement ERPLY Books composes the Cash Flow Statement according to the type of Cash Flow set in the Account Plan The Cash Flow Statement can be selected under Reports in the Accounting Menu Account Balances Account Balances gives an overview of the balances of different accounts on a given date The Balance Repo
6. are the balances of accounts with other currencies calculated All transactions are made in the main currency of the organisation so the balance is calculated in real time depending on the currency exchange rate The balance is displayed in the main currency How to set up the initial balance for the currency account You can set the balance as any other balance from Settings gt Initial Data gt Account Balances or with bank reconciliation or just adding it as other money in from the search bar The organisation has a PayPal account in USD and receives an invoice in GBP while the organisation has no GBP account Invoice is paid with the PayPal account How to reconcile this kind of transaction You can create a new purchase invoice in USD or GBP but it would be easier to track the money if you calculated the amount in GBP into USD in the first place Bank Reconciliation from a currency account You can reconcile the bank as usual The only difference is that you must set ERPLY Books not to calculate the currency rates That s because ERPLY Books uses the correct rates but in order to calculate profit or loss from the currency exchange we need to use the bank s or the service provider s rates 4 4 Automatic transactions ERPLY Books conducts several transactions automatically These are the transactions concerning Invoices Fixed Assets and Payables This chapter describes how and where ERPLY Books chooses accounts for t
7. can see the button Insert Expense Claim on the right When pressing it you will be redirected to the expense claim tab Several invoices were paid at once How to proceed Select a payment and find the invoices that were paid Several invoices can be chosen at once ERPLY Books divides the totals between all the invoices by default and will ask for a confirmation if this is how they were paid 6 4 3 Bank import rules Bank import rules are useful to automate the linking of different kinds of transactions such as bank fees and others To add a new bank rule type bank import rules in the Main page Search bar Description of the rules e contains description contains a phrase a number etc equals description is exactly a phrase a number etc ends with description ends with a phrase a number etc starts with description starts with a phrase a number etc Next Previous Contains transaction and its previous or following transactions contain a phrase a number etc contact if an employee in the rule has been saved and a description i e bank card No is found in payments the bank import looks for employee reimbursements and tries to match the payment with the invoice description description in the bank file account project Tax adding a tax makes it possible to link a transaction directly with a tax Employee can be used for linking payments with employees such as reimbursements salari
8. entered as a reimbursement We might want to automate the bank reconciliation to automatically find payments made with the card whose number ends with 123456 type contact description 123456 account not required project not required tax not required employee John Son 6 5 Transactions in different currencies If you have a bank account deposit in another currency add a new account in ERPLY Books with this currency Everything else is described in 4 3 1 7 Fixed Assets 7 1 Adding Fixed Assets Purchasing new fixed assets Add fixed assets from the Purchases amp Expenses gt Purchase Invoice gt Purchased Fixed Assets How to manage depreciations By default all the items have a lifetime of 60 months You can change it from purchases and sales articles module where you can see the lifetime of the asset The depreciation module is in accounting gt calculate depreciation There you can change the lifetime manually or add amount also manually Also don t forget to change the date of the transaction before saving depreciation transactions Adding the initial values of fixed assets Let s assume we would like to add companies initial balances on 31 12 1 Add fixed assets from the Outgoings Menu You can do it with one invoice or with separate ones Common practise is to change the suppliers name for the organisation s name When adding price values you should add the purchase price as this is the val
9. from creating Fixed Assets How often should calculate depreciation When using our technique for calculating depreciation it is reasonable to do it once a month or once a year to simplify the calculating process How is depreciation calculated and what is the calculation formula Depreciation is calculated using a linear method For example let s assume that a computer is unusable after four years of usage Hence 25 of the computer s value decreased within a year For a computer that cost 1000 the depreciation cost is 250 per year This is the case if the residual value is O after four years If the residual value in four years is 200 meaning that in four years the computer can be sold for 2008 i e the value after four years is not zero the yearly depreciation cost will be 1000 200 4 200 This is the formula for the calculation original cost residual value serviceable life in years Since the yearly expense amount is 200 it will be 16 67 per month How are the accounts chosen for depreciation transactions The entry is composed on the basis of depreciation and the system account of depreciation This can be changed in Settings gt Initial Data gt System Accounts Where can see the depreciation transactions Conducted transactions are divided between three reports Transactions General Ledger and Items Report In the latter the type must be set as Inventory Items The search is easier to carry out if t
10. go to the header of the table choose rows and check the corresponding row Revenue account the account used to manage revenue with an invoice row The field is hidden by default To show this go to the header of the table choose rows and check the corresponding row Project every invoice row can have a separate project The field is hidden by default To show this go to the header of the table choose rows and check the corresponding row Time of entry the time of entry will be set automatically when entering a new row 5 3 Entering invoices Entering invoices is extremely simple The typical view of this action is shown in the image below Sales Invoice Customer Customer 1 e Invoice Nr 2 Sum Paid 0 00 Date 27 045 a Sum Left to Pay 38 40 Deadline 27 04 15 E al Additional Information Transaction 57 9415 jE Project v Date Currency Euro v Ref Number 493443 Insert Your j Round 0 r Penalty 0 01 Own Link per Day Printable Unprintable Printing Estonian Info j Info Language ________ Description Unit Qty Price Discount Tax TOTAL Date Expense Account VAT Accou Revenue Project 1 Supplies 1 32 00 0 20 38 40 20 04 15 50300 21510 40000 o Subtotal 32 00 Tax 6 4 TOTAL 38 40 If the customers and suppliers have been previously entered to the system the recommended procedure is as follows
11. the VAT percentage is zero by default Date format it is possibile to change the date format ERPLY Books uses Text in invoice e mail text added to the e mail when sending the invoice From Organisation Settings you can navigate into General Info which stores the contact information of the organisation Locking an accounting period in ERPLY Books Locking periods is necessary to confirm transactions during a selected time period and prevent additional changes being made Read more in chapter 2 6 2 2 Invoice customization ERPLY Books enables invoice customization to the individual needs of the organisation The module is located in Settings gt Invoice Customization The following components can be changed e The logo on the invoice e The footer of the invoice e The layout of the rows the width and colour of the elements etc When creating an invoice additional printable information can be applied This information will be added to the invoice during the printing process Automatically ERPLY Books enters the company s name registration code VAT rate and address on the invoice This can be changed in Settings gt Organisation data gt General Info 2 3 Users Every organisation can add new users if their membership level enables to do so The necessary module is located in Settings gt Users There are five user role types in ERPLY Books 1 Organisation Admin full rights 2 Organisation Accountant
12. 00 0 0 11 Kalkulaator 5220 De 0 100 00 20 60 12 Kaup 5030 Se 0 50 00 20 0 13 Kulutused hoonete korrastamiseks 5030 Sef 0 1 000 00 20 0 14 Montaa ivahendid 5030 Ser 0 34 23 20 0 15 Munavdie 5030 Ser Save Cancel 0 44 00 5 0 16 M giarve Cp a aae ie 0 11 67 20 0 17 P hivara 5030 Service Expens 4000 Sales Service 2323 0 2 323 00 20 0 18 Products 5030 Service Expens 4000 Sales Service 23 0 23 00 20 0 19 Seadmed 5030 Service Expens 4000 Sales Service 44 0 44 00 5 0 20 server 5030 Service Expens 4000 Sales Service 8 490795 O 8 49 0 0 21 swa 5030 Service Exoens 4000 Sales Service 21796 561 0 21 796 56 5 0 Page 1 of1 Fa Displaying 1 30 of 30 Every invoice row is connected with an item If the item is manually entered not selected a new item is created automatically When calculating an item s price the following aspects need to be taken into consideration e ERPLY Books doesn t change the Base Price automatically e The price of the item on the invoice Base Price 1 Markup The three most important criteria of the item are Expense Account Base Price and Type Please note that changing any of these will change the accounting settings for this item The Expense Account and the Type of Item are connected By default the item s type is Service and its Expense Account refers to service costs 4 Accounting 4 1 Accounting Journals This module ca
13. 001 12 42 100 00 0 00 87 58 Manual Journals Cash Total 100 00 12 42 Opening new tabs enables a better overlook of actions in situations where you need to see multiple reports at once Being able to open only one module at a time would make this harder to do 1 2 Key combinations ERPLY Books offers several key combinations A list of other general combinations e ctri m move to the Dashboard e ctri s save e ctri d for use in tables invoices etc enables deleting the active row e ctri v main function for importing systemised data from Excel Google Docs etc data to ERPLY Books by pasting ENTER saves completed actions in the browser window ESC closes the window 1 3 Main page and its functions The Dashboard of ERPLY Books is minimalistic and easy to use The basic functions can be found in menus the more sophisticated ones can be found in the search bar Just type the first 4 letters of an activity and pick out the desired one Every activity e g New Sales Invoice has many different ways to describe it so every activity has at least 2 3 different translations Some of the activities open on the Dashboard some of them will open in a new tab For exiting the Dashboard activities you can just press Cancel otherwise close the opened tab or use the shortcut key ctrl m to return to the Dashboard ZRPLY INCOMES PURCHASES EXPENSES ACCOUNTING REPORTS SETTINGS 3 ERPLYBooksLTD s7 Log out 7m ys ACCOUNTING og create
14. Cancel Users Tax Rates Projects Purchase and Sales Articles Chart of Accounts New Sales Invoice New Price Offer New Purchase Invoice Expense Claims 1 4 Using ERPLY Books on a tablet computer ERPLY Books can be used on all tablet computers supporting HTML5 The application requires Safari or Google Chrome as the Internet browser It cannot be used with Internet Explorer Mozilla Firefox or Opera The tablet version is very easy to use because it allows the user to make all the main entries and follow the main reports Back Sales Invoice Customer Client 1 aad Date 08 26 2015 Invoice No 6 Article Consultation aa Sum 124 Tax 20 a Total 148 8 Invoice With One Row Will be Created The tablet version consists of documenting receivables like sales invoices contributions bank loan and costs like purchase invoices receipts salaries other costs depreciation etc ERPLY Books for tablet computers makes inserting this data very easy A demo version for Desktop computers is available at https accounting erply com mobile 2 Settings 2 1 Main settings administrating and adding an organisation Administrating organisational data consists of three parts e The window for creating an organisation the first place to enter information concerning an organisation the function is located on the upper right side of the window where the name of the current organisation is visible e Organisatio
15. Changing the description of the Account does not change the descriptions of the transactions connected with the account Deleting an account An account can be deleted if no transactions or system accounts are connected to it and the account is not assigned as an expense account to a Sales or Purchase Item System accounts are the link between the bookkeeping and automatically created accounting transactions System accounts are the accounts that ERPLY Books can automatically assign when creating invoices adding payments etc System accounts cannot be deleted but the accounts associated with them can be changed To view and edit system accounts go to Settings gt Initial Data gt System Accounts 4 3 1 Different currencies You can manage all your accounts with different currencies in ERPLY Books It s also useful when using PayPal or other alternative virtual services with different currencies The steps to take e Add an account for every single bank PayPal etc account and set the correct currencies e When paying invoices the currency of the payment is always the currency of the account where the payment is made When choosing the account with the currency differing from the main currency of the organisation ERPLY Books will show the currency rate with which the conversion is done e Other payments which are not invoice payments If you change the payment account to one of the currency accounts ERPLY Books will automati
16. Date of Transaction date on which all accounting entries will be made By default the value is invoice date Overdue Charge overdue charge is charged by the day and is listed on the invoice ERPLY Books does not calculate a penalty percentage Language the languages of the invoice Languages can be added in the invoice customization module Info the information column is not shown on the invoice Printed info printed information is shown on the invoice immediately before the rows Every row on the invoice contains the following information Name of the item this can be chosen from the list of items If a name that is not yet listed is entered a new item is automatically created Unit of the item the unit is always listed next to the name of the item Quantity the quantity is always listed as 1 by default Price on a Sales Invoice the price is always listed as the item s Base Price 1 Overdue On a Purchase Invoice the items Base Price is the price by default Discount the percentage is the overall discount of the invoice by default Tax tax value is taken from the items Total quantity price 1 discount 1 tax percent Expense account the default expense account is the service expenses system account After selecting an item the account is changed by the item s expense account Tax account account used to manage tax The field is hidden by default To show this
17. ERPLY Books user guide Version 3 3 support erplybooks com Last changed 31 07 2015 1 General 1 1 The layout of ERPLY Books ERPLY Books has two main layouts one for tablet computers and the other for regular computers Read more about the tablet layout in chapter 1 4 ERPLY Books is designed to complete all actions in one browser window After logging in the page is not reloaded all actions are completed within the ERPLY Books window which is why confirmation is always required when leaving the page Choices on the upper right of the page e User settings configure user settings including user language e List of authorised organisations option to view all organisations and to add a new one e Logout Operations in ERPLY Books divide into two 1 Actions that open in the same browser window user settings new articles customers etc 2 Actions that open in a new tab most modules look at the picture below ZRPLY 3 z L ACCOUNTING INCOMES PURCHASES amp EXPENSES ACCOUNTING REPORTS SETTINGS 8 ERPLY BooksLTD g Logout GENERAL LEDGER R g General Ledger Account From To Balance type Project x 03 16 2010 03 7 2015 la x Type Article Article type _ w f jx 2 x er E lt Er Date Account Code Project Opening Balance Debit Credit Closing Balance Description 5 1100 11 03 2014 Cash P140001 0 0 00 12 42 12 42 Bought A4 paper cash from Drawer 11 03 2014 Cash 0140
18. When adding sales invoices ERPLY Books automatically links a warehouse item to the invoice to change this go to Settings gt ERPLY Settings Cost of goods sold will be added to the transaction automatically e When adding purchase invoices ERPLY Books links a warehouse item to the invoice when the invoice net total is equal to the invoice inventory value If the value isn t equal ERPLY Books synchronises all purchase invoice rows and adds services automatically e When synchronising payments ERPLY Books differentiates between over five types of payments cheque cash bank transfer gift card and bank card payments ERPLY Books changes the payment account according to each payment type 5 7 1 Synchronising Purchase Invoices Purchase Invoices i e for services telephone costs and other should be created in ERPLY Books We recommend all warehouse related invoices to be added to the warehouse How to record transportation expenses There are two kinds of transportation expenses e Transportation is added to the same Purchase Invoice e transportation is added with a separate invoice In the first case while adding the invoice at ERPLY back office follow these steps after adding all inventory items e add additional costs with the amount of transportation then ERPLY knows that inventory value increases from transport e add a separate row for transportation the price should be the transportation amount from the invoice so that t
19. an be set on the date of the locking this can be done by ticking the relevant option under Organisation settings NB If the locking date is changed the changes made will not take effect before renewing refreshing the page 2 7 User Settings Under User Settings you can change the User Language Name and the Conditions according to which ERPLY Books communicates to the User e User Language the language in which ERPLY Books is displayed Possible options are Estonian and English e Ticking the box Are you an accountant only accountants are shown the account numbers e Ticking the box Show invoice information when this box is ticked additional information is always shown when opening changing an invoice 3 Customers Suppliers Items 3 1 Customers and Suppliers A list of Customers and Suppliers is necessary for contacting managing debts and profits etc This module is located under Incoming and Outgoing menus A description of the module and an example of adding a New Customer are shown in the picture below Find Contacts aa IIe zy Name Amason XX Reg Nr Legal Address Postal Code Cor 1 Ann CONTACTINFO BANK INDICATORS 2 ik fz 7 sy nohia Name Amazon 3 Book Firm 12457739 La 28 Tartu 500110 EE 4 dienti Cade 5 Customer 5 Reg Nr 6 Demo Ettev te OU Days to Deadline 7 12589289 Demo t nav 11 Demo linn 90506 EE ig castimine Discount 0 8 email EE Overdu
20. be found here Opening a CSV file on OpenOffice Open gt Choose File Then a window opens where you need to choose the separator similarly to the process in MS Excel All other separators not used in the document must be unticked Opening a CSV in Google Docs 1 After opening the spreadsheet go to File gt Import gt Choose File After choosing the file it becomes visible in the Preview window Unlike in the previous two programs Google Docs has an Automatic function that will most likely find the correct separator and you only need to click Import If Google Docs does not display the document correctly the separator must be manually set in the file s import wizard File gt Import gt Choose File Then from under the Separator character you need to choose Automatic Comma or Custom etc 2 On the Google Docs main page click on Upload gt Files and then choose your desired file The file will appear in the My Drive list When opening the file Google Docs recognises the separator automatically and displays the document correctly If for some reason it is not displayed correctly an uncommon separator is used the separator can be set manually by using the file import shown in the previous section
21. cally show the currency rate and you can type the amount in the correct desired currency When paying an invoice ERPLY Books will automatically calculate the loss or profit from the currency exchange and will automatically create a journal entry The payment adding window will look like this Sales Invoice Customer ABC Company v o Invoice No 2 Sum Paid 0 00 SEK Date 03 10 2015 ma Sum Left to Pay 4 000 00 SEK Deadline 03 17 2015 a Additional Information Add Payment Transaction osnor2o1s Invoice No Customer ft jx Date 2 x ABC Company x Currency Swedish Krona Paid Amount Date Account umber li 4000 08 26 2015 a jam v Referring l x y os pi Link Additional Information 1100 Cash ay ee i m 1102 Bank Account SS E Printable e i ig Estonian a info Additional Information 7 5303 Cheques age 1104 Bank Card Artide Payment Currency SEK 1111 Bank SEK Revenue Account Project 1 Products Invoice Currency SEK 1115 Undeposited Funds 3000 Calculated Currency Rate 9 5653 Transactions paid 418 18 Paid for Invoice 435 42 Advance 0 Gains Losses from Currency Exchange 17 24 1210 Short term Investments 1300 Accounts Receivable 1305 Bad Debts 1404 Reporting Person 1620 Prepayments 1705 Inventory Subtotal 4 000 00 SEK Tax 0 TOTAL 4 000 00 SEK How
22. e 8 3 Customers and suppliers initial balances The customers and suppliers initial balances are entered using two different modules which both have the same functions The information in this chapter can be used for entering both customers and suppliers initial balances and is also helpful if you need to import multiple invoices at once The balances must be fixed from the moment the organisation wishes to enter the initial balances The following information is needed e Which customers are in debt and what is the total debt e Which suppliers are owed and what is the total e Which customers have prepayments and what is the total e Which suppliers have been paid in advance and what is the total Fixing prepayments is more complex read more below To fix debts invoices must be entered for the corresponding amount This can be done one by one or by entering several accounts at once in the Invoice Importing module The module is located in Settings gt Initial Data The Importing module looks like this vadano oaa Sen Invoice Nr Customer Artide Unit Qty Price Discount Tax TOTAL Date Revenue Account Project rs Customer 1 Products 7 11 00 0 0 11 00 04 29 2015 4000 a Customer 2 Products i 1 23 00 0 0 23 00 04 29 2015 4000 E Customer 3 7 Products i 17 4230 0 0 423 00 04 29 2015 4000 4 Customer 4 Products 1 2 00 0 0 2 00 04 29 2015 4000 When importing the ini
23. e Charge 05 9 ERPLY Books LTd Per Day 10 Karl A s EE 11 Klient1 p 12 Klient 10 E mail 13 Klient 11 VAT Reg No 14 Klient 12 eal Type Legal Person v 15 Klient 13 a 16 Kiert 14 Is This Customer i gt 17 Klient 2 Is This Supplier 7 19 Klient 4 20 Klient 5 V Legal Person Page 1 o2 gt bl Displaying 1 50 of 61 Transactions related to a contact can be filtrated in Sales and Purchase reports 3 2 Purchase and Sales Items Products and Services Purchase and Sales Items are Products Raw Material Services and also Fixed Assets which are bought or sold This module is located in Incoming or Outgoing menus The module and an example of adding a new item are shown in the picture below Purchase and Sales Articles consuanon Jk l Name Consultation T Code ias oee ea I EJ Unit Name Code Unit Expense A Type Sonica E be Markup Price Tax Asset Life in Month Description 1 Algsaldod 5030 Ser 0 120 00 0 0 2 Aruanne isik 5030 Se Expense Account 5030 0 103 00 0 0 3 Books 5030 Ser Revenue Account 4020 F x 0 6 00 20 0 4 Bookshelf 5030 Sei AssetLifeinMonths 0 0 112 00 20 0 5 burks 5030 Sel price ec 0 6 00 0 0 6 busis 5030 Ser 0 100 00 20 0 7 Consultation 5030 Ser Base Price 124 0 124 00 20 0 8 Demo artikkel 5030 Sex ExtraCharge 0 0 124 00 20 0 9 Demo kaup 5030 Ser Tax 0 124 00 20 0 10 Ja valmistoodang 5030 Sef 0 13
24. ection Where can I view last month s sales Last month s sales are visible in the Sales Report Where and how can erase old invoices Invoices can be deleted in the Sales and Purchase reports or by selecting an invoice and pressing Delete In order to delete invoices payments must be deleted before the invoice How to copy an invoice Invoice can be copied from the Sales and Purchase Reports 5 7 Synchronising ERPLY invoices If the ERPLY Books account is integrated with ERPLY the sales invoice buttons are replaced with the ERPLY sync button All Purchase Invoices Sales Invoices and Receivables that have been deleted edited or added since the last synchronisation moment will be synchronised ERPLY Books synchronises the following data e Deleted invoices all invoices and transactions that exist in ERPLY Books are deletedfrom the time between the last synchronisation and the current moment e Deleted payments if there are payments that have been deleted without deleting the invoice as well these will also be deleted e Changed Sales and Purchase Invoices all invoices changed since the last synchronisation will be synchronised e New Sales and Purchase Invoices all invoices created since the last synchronisation will be synchronised e New and edited payments since the last synchronization moment ERPLY Books synchronises the invoices as follows For every ERPLY invoice a new invoice is created in ERPLY Books
25. er uploading a bank statement change the account from the top of the bank import module Where can I view payments that have added Payments can be viewed from different reports connected to money Reports gt Money In and Out all payments Reports gt Receivables Report all incoming amounts Reports gt Payables Report all outgoing amounts Incomes gt Receivables Report all incoming amounts Purchases amp Expenses gt Payables Report all outgoing amounts Why have some Sales and Purchase Invoice transactions not been validated There are multiple reasons why ERPLY Books cannot sometimes match a payment with an invoice 1 When parsing a bank statement ERPLY Books might not be able to parse the Customer s Supplier s name and therefore cannot perform the search 2 When ERPLY Books is able to parse a name from the bank statement description it might not find the corresponding Customer s Supplier s name from ERPLY Books For example if a supplier is named Ltd X in ERPLY Books and X Ltd in a bank statement the name query will not give any results 3 When ERPLY Books is able to match an invoice with a payment it can still be marked as red if it is paid incorrectly the paid sum does not match the invoice total sum left to pay or if this Customer supplier has more than one invoice left unpaid then ERPLY Books doesn t know if the connected invoice is the matched one ERPLY Books has not f
26. es etc If there is a bank rule ERPLY Books will ignore the knowledge from previous transactions and will use the rule to make links Therefore bank rules have more priority than the usual connections ERPLY Books has learned from previous transactions Bank rules are also useful because the usual learning process does not include projects and if you need to divide transactions between projects you have to use bank rules Example No 1 The bank file has a payment of 1 2 EUR description Bank service fee Bank rule type equals description bank service fee account bank service fees project not required tax not required employee not required All payments with the description Bank service fee will be linked with the bank service fees account Example No 2 The bank file has a payment of 872 EUR with the description 2014 November salary addressed to John Son type Ends with description salary account Liabilities to Employees project not required tax not required employee not required Example No 3 The bank file has a payment of 12 EUR with the description 03 01 2015 11 19 card 123456 Schiphol Restaurant AMSTERDAM NLD 344355 This means that somebody has bought something at Schiphol Airport As an employer we have a bank card with the number ending with 123456 and it is designated to John Son During John s trip to Amsterdam he paid for different things which are already
27. green text the ones yet to come and black text is used when the invoice is paid To add a payment to the invoice select an invoice and press Add Payment The payment can also be added in the invoice open the invoice by double clicking on it The window for this action is shown in the picture below Add Payment x Invoice Nr Customer 1 v Book Firm v Paid Amount Date Account 1488 04 29 2015 Ira 1104 v Additional Information All data in the payment window is automatically filled By default the current date is chosen and Bank Account System Account is set for the account When a customer or a supplier pays more than asked then ERPLY Books automatically creates a prepayment transaction When a new invoice is added for the contact prepayments can be used from the unpaid invoices modules Select an invoice and press Use Prepayment Then ERPLY Books checks if this contact has any unused prepayment credit and if so uses it In the unpaid Sales Invoices module you can also manage doubtful debts To do so select an invoice and press Bad Debt Then you can edit the sum that will be added as bad debt After saving ERPLY Books creates a payment that has no effect to receivables e Debit bad debt expenses e Credit bad debts 6 3 Managing prepayments in ERPLY Books How to record prepayments Prepayments can come from following transactions e paying more than is the invoice amount if f
28. he invoice total would match the amount that you see on the paper pdf etc The inventory article that you choose can be a non stock item In the second case follow these steps e add additional costs with the amount of transportation at ERPLY back office then ERPLY knows that inventory value increases from transport e add a transportation bill to ERPLY Books Select theinventory account for the expense account then the amount will go to inventory as it is not an expense Can I divide different articles between different accounts You can change the accounts from the Article s card Incomes gt Purchase and Sales articles 5 8 Accounting with Toggi time entries With ERPLY Books you can bill your Toggl time entries To bill time entries go to Incomes gt Time Tracking Select the entries that you would like to bill and click on one of the options e find an existing invoice and add time entries e create a new invoice and add all chosen time entries e create a new invoice with one row that represents the total of all chosen time entries 6 Receivables and Payables 6 1 General information Managing receivables and payables in ERPLY Books is quite flexible making it possible to do the following e entering several payments to one invoice e adding prepayments automatically when they are made e having profits and losses follow the change in the currency value ERPLY Books allows you to enter transactions in three wa
29. he type is set as Depreciation Transactions in the Transactions Report How can change and delete Transactions Transactions can be changed and deleted by choosing the Transaction from the Transactions module or the General Ledger NB Please note that when changing the Transactions the item row is not changed and the Item Report will show the sum of the Transaction wrong 8 Starting Initial Data 8 1 Main Information Setting up a business in ERPLY Books is made as easy as possible for the customer It is still recommended to premeditate the business currently in action and to enter the data necessary for the business first By creating a new organisation ERPLY Books does the following e creates a new Chart of Accounts e adds Default Settings to the organisation to change them go to Settings gt Organisation Data The following information should be entered Initial balances of the accounts the balances need to be set on a specific date Initial balances of the customers any customer debt and the total debt must be fixated here We suggest that you use the following order for entering the balances 1 enter the customers 2 create an account corresponding to the debt balance e Initial balances of the suppliers the balances can be entered similarly to the customers initial balances The exact time of fixating the initial data must be marked Depending on the situation of the organisation it needs to be
30. hese transactions There are three types of transactions when creating invoices 1 separate transaction with every invoice row 2 rounding invoice transaction when editing the tax amount 3 rounding invoice transaction when editing the rounding section under the extra information bar Rounding transactions ERPLY Books needs the following accounts for rounding e revenues from rounding e expenses from rounding e receivables payables Rounding Sales Invoices a Rounded sum gt 0 Rounded sum lt 0 Credit Revenues from rounding Rounding Purchase Invoices i Rounded sum gt 0 Rounded sum lt 0 Expenses from rounding Payables Payables Expenses from rounding Transactions with invoice rows An invoice transaction consists of accounts taken from the Purchase and Sales Items that are attached to the invoice To change the accounts with a particular invoice you can select the account columns as shown in the following image mue Description Unit v Qty Price x TOTAL Date VAT Account Project J Description 1 Supplies 0 38 40 20 04 15 21510 t Unit Qty Price S88 8 Columns gt Discount W Tax W TOTAL V Date El Expense Account Subtotal E320 SSS W VAT Account Tax 6 4 Revenue Account Project TOTAL 38 40 v 5 The expense account for the item is chosen when selecting the item If the item type is not service the expense account is automatically changed to Asset Acc
31. ice nr Customer Article Debt Date Invoice nr Supplier Article Debt Date 257 Customer 1 Starting Balance 120 14 06 2013 543 Supplieri Starting Bala 210 04 14 06 2013 258 Customer 2 Starting Balance 34 14 06 2013 545 Supplier2 Starting Bala 11 34 14 06 2013 259 Customer 3 Starting Balance 13 54 14 06 2013 43566 Supplier3 Starting Bala 45 14 06 2013 260 Customer 4 Starting Balance 12 11 14 06 2013 4 Supplier4 Starting Bala 35 14 06 2013 Fixing the prepayment balances is more complex For this a blank invoice must be created and the receivable added to that The blank invoice can be created in the Invoice Import Module When entering a receivable please note that this will change the balance of the Receivables Account Bank Account by default and needs to be taken into consideration when entering the initial balances of the accounts The customers and suppliers prepayment total must match the total in the Account Plan 9 Reports 9 1 General information Reports form the main part of the final output of ERPLY Books The Reports module is located on the Main Page Press the Reports icon or select a report from the Reports drop down menu Reports open in the form of a table The Sales and Purchase report consists of a table and additional graphs Reports can be opened as a PDF or a CSV file more information in chapter 9 8 Double clicking on a row of the table opens an Entry except for the Receivables Payables and Items Report 9 2 Sa
32. ks allows to bill time entries from Toggl time tracking software The settings of this function are located in Settings gt Time Tracking Settings In order to integrate ERPLY Books with Toggl Time Tracking it needs Toggl s API token for authentication This can be found in the Toggl user settings To integrate Toggl with ERPLY Books you need to fill in the fields shown in the following picture Toggl Settings ERPLY Books Integrates with Toga for Time Tracking You Can Integrate ERPLY Books with Toggl by Inserting Your Togg API Token Here API Token Choose an Article v Or ERPLY Books will place the selected item on all invoices created considering time entries 2 6 Locking an accounting period in ERPLY Books Locking periods is necessary to confirm transactions during a selected time period and prevent any changes to account balances For example if the annual report is submitted to the Tax Office and after that changes are being made in the previous year s accounting the report and the numbers in ERPLY Books will not match Depending on the organisation s internal policy every month or the whole year is confirmed at once Periods are locked in ERPLY Books using an end date a date from which all the previous dates are locked This can be found under Company Settings If ERPLY Books imports transactions from ERPLY the transactions from before this date will be set aside by default These transactions c
33. les Purchases Items The composition of Sales and Purchase reports is identical The report can be opened from the Reports Module or the Reports drop down menu On the top of the table there is a graph that shows the Sales Purchases during a specific time range To see and manage unpaid invoices go to the Incomes Outgoings menu The Items report gives an overview of a certain item in the accounting entries As all reports this can be found in the Reports menu In addition the Items Report enables you to view the depreciation items Fixed Assets which have been depreciated in the Depreciation module This can be done by setting the type as Inventory Items 9 3 VAT GST Sales Tax Report The VAT report in ERPLY Books summons up four types of transactions Sales Invoices Purchase Invoices other Receivables with tax differing from 0 other Payables with tax differing from 0 The VAT report in ERPLY Books is composed using all the documents during a specific time period The date is set as the date of the entry The module looks like this VAT Report From To Which to Show Cash Basis 03 01 2015 B 033v205 JE Showa Ooo c C ne Sales Taxes from Sales Purchases Input VAT Tax Sum Main Tax 20 1010 202 100 J 20 182 Export Tax 0 0 jlo jo o lo Tax Free 0 1725 42 o o Reduced 5 21796 56 1089 83 o o 1089 83 Fixed Asset 20 10 f2 fo fo 2 Total 24541 98 1293
34. n Settings Settings gt Organisation Data the module that specifies the main conditions of the organisation such as default overdue charge days to deadline etc e General information about the organisation Settings gt Organisation data gt General Info When adding a new organisation the General Information window opens Additional data includes e Currency check the Organisation Data e Language necessary to translate user interface and the chart of accounts e Reference number if you have one you can enter it e Liable to VAT check the Organisation Data After adding an organisation everything is set by default To read more about setting up your account go to chapter 8 Organisation Settings Settings gt Organisation Data is where most settings concerning the organisation are stored The main settings are e Language the chosen language is used in invoices by default e Currency the main currency of the organisation ERPLY Books allows changing the currency but note that past transactions will not be recalculated Overdue charge the percentage of overdue charge appointed invoices Days left to due date number of days until due date of the invoice which will be applied to the customer by default First invoice No is used only once Liable to VAT if your organisation is liable to VAT or to Sales Tax US the main percentage of VAT is printed on invoices by default On sales
35. n be used to view old or enter new Journal Entries New Journals can be entered by opening this module from the Accounting Menu Existing transactions are listed in the Ledger and Transactions list The layout of the module is shown in the following picture Manual Journal Date 03 20 2 015 9 Description Manual Journals Code Type Manual Journals j Project v Closing Entries Account Number Description Debit Credit Depreciation Transaction r 100 00 0 00 Mi 0 00 100 00 fi 171100 Cash Manual Journals Cash Manual Journals 272161 Payroll Liabilities F Manual Journals Sales Tax P Sales Invoice Transactions Money in excl invoices Money out excl invoices Payments Purchase Invoice Transactions Sales Tax Transaction Salary taxes Transaction Salary Transaction Vacation Pay Transaction Difference 0 Ce Creating Manual Journals The Manual Journals module enables making regular accounting transactions in a common way Account gt Description gt Debit Credit sum Deleting manual journals Journals can be deleted from the transactions list Accounting gt Transactions or directly from the journal When deleting invoices payments etc journals are deleted automatically 4 2 Receive and pay money We recommend using bank reconciliation for all cash flows in accounts In case you need to transfer funds between two accounts or between an account and a POS use
36. nload it as a pdf the pop up window that will be showed after saving After that the next window with all the forwarding options opens This is shown in the image below Send E mail x Recipient Subject Ettev te OU Invoice 2 JB zula A 2 l Ml i a i II M giarve PDF https accounting erply com service invoice a pdf 12345 1234567890 Link https accounting erply com service invoice a htm 12345 1234567890 Several options exist for forwarding invoices to desired parties e Send an e mail directly from ERPLY Books e Send an e mail using a personal mailing system e Copy a link e Save an invoice in PDF format When sending an e mail directly from ERPLY Books the text found in Organisation settings will be set as the body of the e mail 5 6 Managing invoices Invoices can be managed in the Purchase and Sales Reports and Unpaid Sales Invoice module or Unpaid Purchase Invoice module When managing invoices several questions need to be answered Which Sales Invoices are unpaid Unpaid Sales Invoices are incomes gt Unpaid Sales Invoices You can also find them in the sales report when selecting Show Only Unpaid from the Which to Show selection Which Purchase Invoices are unpaid Unpaid Sales Invoices are purchases amp expenses gt unpaid sales invoices You can also find them in the sales report when selecting Show Only Unpaid from the Which to Show sel
37. noted with date whether the organisation is already active and from which period of time the data is transferred It is common to change software with the change of calendar year most commonly on 31 12 A starting organisation can set up after establishing the organisation If an organisation is able to fixate all the data and manage possible correcting transactions that remain in between the beginning of the year and the date of fixation it is possible to change accounting software in the middle of the year If the accounting software is changed in the middle of the year and all initial balances are fixated on 01 01 all transactions made in the new financial year must be entered The order of entering the data is as follows 1 Firstly enter the initial balances of the customers and suppliers 2 Add Fixed Assets if you have any Read more from the previous chapter 3 Secondly enter the initial balances of all remaining accounts 4 Finally check if everything is correct Other information to be checked e Projects entering projects if you need and have any e System accounts all accounts used for the accounts that are connected to the transactions that ERPLY Books needs to choose from the system the default Bank Account etc 8 2 Entering the initial balances of the accounts Go to Settings gt Initial Data gt System Accounts As previously mentioned the initial balances should be entered after entering the customers
38. nter Sales Invoices Purchase Invoices Expense Claims and Price Offers Sales Invoice sales document for managing receivables Purchase Invoice shows purchases from suppliers Expense Claim a simplified Purchase Invoice that allows you to add purchases that have been immediately paid for in cash or by card into the accounting system e Price Offer allows you to draw up documents separately from the accounting There are three options for entering invoices e Regular entry e Synchronisation with ERPLY invoices e Billing Toggl time entries 5 2 Fields on the invoice Every invoice consists of the following information e Customer Supplier only the name is needed to create a document If a contact who is not yet listed is entered a new contact with that name is automatically created by ERPLY Books NB The contact information cannot be changed after a payment is made for the invoice e Invoice Number according to the serial number of the invoice in the Organisation Information a serial number is automatically added to every invoice Reference Number Invoice Date the date on which the invoice is issued All transactions concerning an invoice have this invoice date by default The date of a transaction can be changed in the field Transaction Date Currency by default invoice currency is the organisation s currency Due Date due date is calculated by default using the contact s Days to Deadline
39. oice nr 6 1104 4020 Customer Tax Project v af g Description This Payment was not Connected to Any Invoices Money Came from Bank Card and Went to Bank Service Charges e Green red icon shows if the transaction is correct By default the icons are set red if ERPLY Books is not sure about the payment type and account The type determines the type of transaction linked either to invoices or other types of Receivables Payables Both Payables and Receivables have two types one linked with invoices and the other not linked with invoices All transactions not linked with an invoice need a corresponding account from the chart of accounts If the type is changed from other incomes or outgoings to invoice payment ERPLY Books redirects you to the invoice search tab where you can search for paid invoice s When ERPLY Books does not match a payment with an invoice but it is an invoice payment you can find the invoice corresponding to the payment by selecting Payment and then clicking Find Paid Invoice s Debit and credit accounts are for other accounts the ones not linked with invoices In case of other receivables the credit account is by default set as Other Expenses System Account System accounts can be changed in Settings gt Organisation Data gt System Accounts 6 4 2 Bank import FAQ How to manage multiple bank accounts 1 Add all bank accounts to the chart of accounts Accounting gt Chart of Accounts 2 Aft
40. or example invoice total is 100 and the payment is 120 then ERPLY Books automatically 20 into prepayment account e payment without invoice o when doing bank import and selecting customer supplier for the payment then this is automatically added as customer supplier prepayment o manually adding prepayment is possible from open receivables payables where clicking add payment without selecting invoice makes it possible to select customer and then add amount etc How to use prepayments Prepayments are not used automatically This means that customer supplier can have prepayment and debt at the same time To use prepayment go to open receivables payables select an invoice and click use prepayment How to see prepayments To see all the prepayments go to customer supplier report When double clicking on the customer supplier it redirects to the specific contact report where you also see how the prepayment column How to add tax to prepayment transactions Sometimes it is needed to pay claim back GST VAT for the prepayment This can be done automatically when you select tax rate for the customer supplier You can do this from the contacts module 6 4 Bank import and creating the transaction file ERPLY Books enables uploading bank statements from the following banks JPM Chase Wells Fargo and Barclays After the upload ERPLY Books verifies all payments and connects them with the invoices or if the invoice reference is no
41. ound a reference to an invoice conducting the bank import How to connect with the correct invoice Mark the row by clicking on it and press Find Paid Invoice s The other option is to change the type of the row Then ERPLY Books directs you to the invoice search list where you can find the correct invoice s select it them and then press the Choose button Can I save half of the bank statement When you upload a bank statement to ERPLY Books it currently does not save all the data as unconfirmed payments The solution for this is being developed Right now you can only save green rows i e save only half of the statement When you upload the statement again ERPLY Books has no idea which payments have already been made and which have not How to do a bank import if am using multiple banks In case of multiple banks different accounts must be created a separate one for each bank If the company uses card payments please read the respective chapter in the manual When accounts have been created for each bank account the import can be done separately with each account First upload the bank statement and then change the account from the top of the module There is no separate invoice created for an expense e g for rent How to manage this kind of expenses in the bank import When processing a bank statement there is a separate button for this kind of expenses Select a payment that represents the outgoing amount Then you
42. ount The only accounts that cannot be changed are Receivables and Payables accounts These are always chosen by ERPLY Books because when payment is made ERPLY Books needs to change the Receivables Payables account balance 4 5 VAT GST and Sales Tax All VAT related transactions are made using one account the VAT Debt Account More specific VAT related data can be seen in the VAT report To see and manage VAT information go to Reports gt VAT Report The VAT Report is divided into two sections general information that consists of summarised data and a table which shows from what the summarised data was calculated If you would like to add change or delete tax rates go to Settings gt Tax Rates From there you can edit three columns Description Percent and Type Please note that ERPLY Books automatically uses the main tax rate The organisation is not liable to VAT How should transactions be entered If the organisation is not liable to VAT this should be specified in Settings gt Organisation Data In this case the VAT percentage on the invoice is always 0 When creating a Purchase Invoice VAT is automatically added for making it easier to insert invoices ERPLY users need to go to Settings gt ERPLY Settings and synchronise services and VAT rates This synchronises the VAT types used in ERPLY 5 Sales and _ Purchase Invoices Expense Claims Price Offers 5 1 General information ERPLY Books allows you to e
43. rt can be selected under Reports in the Accounting Menu 9 5 Main accounting reports General Ledger Transactions General Ledger General Ledger offers an overview of Transactions connected to the Accounts during a given time period In the General Ledger Transactions are divided between the accounts and ERPLY Books calculates the present account balance for every row The General Ledger can be found under Reports in the Accounting Menu Transactions Transactions can be viewed in the module named Transactions The Transactions module can be found under Reports in the Accounting Menu 9 6 Customers Suppliers The Customers and Suppliers Report gives an overview of the turnover of a specific Customer or Supplier the total sales purchases amounts paid and prepayments The report can be found in the drop down menu If you select a Customer Supplier you can see all entries connected to the selected Customer Supplier 9 7 Managing Money Since Cash Flow is directly connected to the Transactions entries in ERPLY Books money related transactions can be seen in the General Ledger Reports gt General Ledger All money related reports can be found in the Reports menu e Cash Flow Statement gives an overview of the factors that have influenced capital changes More information on the Cash Flow report can be found in chapter 9 4 e Money In and Out Includes all transactions and sorts them by time Unlike o
44. t found then with accounts 6 4 1 Importing a bank file The import module is accessible in the dashboard After choosing the file ERPLY Books checks the data and sends it back in a processed form The processing of every Bank Receivable and Payable consists of the following steps e ls the name of the payer on the transaction and is there a contact Customer Supplier and any unpaid Sales or Purchase Invoices corresponding to it e f all previous questions have been given a negative answer the transaction is placed under Other Income or Outgoing interest expenses bank expenses salary payments etc all transactions not connected to invoices The returning data looks similar to this Bank Import Which Money Account was Used Project Seve Prin Payment Information Sum Date Name Description Debit Credit Payment Validated Type of payment Money out excl invoices 0 16 09 26 2012 Bank fee 5700 1104 v Money out excl iny A Money out excl invoices 0 16 09 30 2012 Bank fee 5700 1104 O Money out excl invoices 2 107042012 supper voice v2 so no __indlinvoices that Were Paid Money out excl invoices 6 10 08 2012 Supplier 1 Invoice nr 1 5700 1104 Account Why was Money Moved Money in excl invoices 1 51 10 09 2012 Client 6 Invoice nr 6 1104 4020 so F Money out excl invoices 14 4 10 21 2012 Supplier 5 Invoice nr 5 5700 1104 c Money in excl invoices 6 10 23 2012 Client 6 Inv
45. the Other Money In and Other Money Out modules Go to the Dashboard search for other money assign the required accounts and save NB Previously mentioned modules are meant for invoicing with transactions that involve funds For example if an employee s salary was paid these are the correct modules to use On the other hand if an employee s salary was entered into the accounts a debt was created then these modules wouldn t work Expenses You can describe bank interest telephone rent and other expenses which you can t or shouldn t describe on a purchase invoice Incomes Use this for describing interests loans deposits and other incomes which are not directly related to sales invoices 4 3 Accounts and system accounts The accounts are bookkeeping accounts which the accounting of the entire organisation is built upon In the chart of the Accounts module you can add change or delete an account The module is located in the Accounting Menu Settings gt Initial Data gt System Accounts When creating a new organisation ERPLY Books automatically creates the default chart of accounts and attaches it to the System Accounts Entering a new account You can add accounts one by one by opening a corresponding window where you can insert data When adding accounts pay attention to account types Changing an account All data concerning the Account except for the value of balance can be changed NB
46. ther reports the Money In and Out module enables viewing the account balance e Unpaid Sales Invoices enables searching for all Sales Invoices shows unpaid invoices by default e Unpaid Purchase Invoices enables searching for all Purchase Invoices shows all unpaid invoices by default Receivables Report allows you to see all received payments Payables Report allows you to see all payments paid out from your money accounts 9 8 Opening CSV files CSV means comma separated values Comma separated means that the separator between the columns is a comma Occasionally other separators like a semicolon or a tab are used When importing a CSV file to a spreadsheet e g Excel the separator used in the CSV file needs to be selected to make the file readable Opening a CSV file in MS Excel File gt Import gt CSV file Then the desired file must be selected You will be asked if a separator e g comma is used or whether the columns are fixed with spaces Mostly a comma or a semicolon is used in CSV files in which case choose Delimited with a separator In the next dialogue window a separator must be selected a tab a semicolon a comma etc A fragment of the document is shown and a preview is visible when choosing the different separators You must choose a separator delimiter that aligns the document into correct columns To open the document press Finish A video tutorial on how to load a CSV file to MS Excel can
47. tial balances the key combination ctrl v can be used to paste information such as the customer s debt list from Excel Google Docs or other sources This can be done by preparing the data in Excel Google docs etc by listing the data and checking their format When preparing the data remember that ERPLY Books enables you to change the size of columns and rows TOE Invoice Nr Customer Article i F Oustomer1 Products f5 F custo 2 Artide Products e Copy the data and paste it to ERPLY Books by using the key combination ctrl v e Double check the data to make sure it is correct e Save When pasting attention must be paid to list values and numbers Number field e Decimal points must be marked with a point not a comma e if the entered value does not correspond to the number format and the restrictions e g the discount is more than 100 ERPLY Books will enter O as the value When pasting data to a list field ERPLY Books tries to find a match from the list If ERPLY Books cannot find a match the value is left unchanged except the Invoice Item and the Customer The date format must be your default format which you can change under Organisation Settings When the Customers initial debt has been fixed receivables can be attached to specific documents and Customers in the account software A table suitable for copying debts looks like this Sales Invoices on the left and Purchase Invoices on the right Invo
48. ue that it should have on the balance sheet After adding all fixed assets to separate rows change the tax field to zero if it is not zero as this is not purchasing fixed assets Change the invoice date to 31 12 and save After saving you can add a payment to this invoice with the date of 31 12 The payment account can be a bank for example The bank account balance will be correct after changing the values of the account balances for 31 12 By this point you have added all the fixed assets and now you should change their depreciation value 2 Go to Calculate Depreciation from the Accounting Menu or Outgoings and enter the cumulative Depreciation amount to each row This means that if you have a computer with the purchase value of 1200 and current value of 500 then the cumulative depreciation value is 700 When you created the Purchase Invoice for the Fixed Assets you added the computer with the value of 1200 Hence your balance sheet is not correct at this point You can change the depreciation value for each row by just changing the sum in the table Before saving double check if the date for the depreciation has been changed to 31 12 7 2 Fixed Assets FAQ What to do if the Fixed Asset is not purchased If the Fixed Asset is not purchased you can register it by issuing a Purchase Invoice on which your company is marked as the Supplier This way the payment can be made with the suitable account for example revenue
49. ys by uploading the bank statement by choosing the invoice from the list and describing the transactions or by looking up the invoices one by one and entering the transactions linked to them Existing payments cannot be changed To change a payment delete it and add a new one 6 2 Receivables and Payables of the invoices The Receivables and Payables can be edited in the Unpaid Sales and Purchase Invoices module which is located in the Money and Invoice submenus If there are any unpaid Sales Invoices the layout of the module looks like this Open Receivables Customer From To Project x ovov2002 m 04 30 2015 jE J Document Status Which to Show Invoice Nr Reg Nr Description Creator x Show Only Unpaid lx O Nen l Pees Monoa Ticronen mormon ono aa Code a Type Invoice Nr Customer Date Days to Deadline Sum Tax Total Sum Paid Sum Left to Pay 514110001 Sales Invoice 1 Book Firm 11 03 2014 170 1 240 00 20 1 488 00 0 00 1 488 00 514110002 Sales Invoice 2 Private Customer 11 03 2014 170 124 00 20 148 80 0 00 148 80 514110003 Sales Invoice 3 Customer 5 11 04 2014 169 23 00 20 27 60 0 00 27 60 By default ERPLY Books shows all unpaid invoices The invoice is unpaid when the unpaid invoice total is lt 0 01 This condition is important in situations where another currency is used for the payment and the total is rounded Red text indicates exceeded payment deadlines
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