User Guide - Clear Books
Contents
1. 1 Test Item 10 5 50 00 10 00 60 00 x Bills Suppliers Expenses POs Money out Dividends Bookmarks amp history 20 Additem Manage attachments NET 50 00 Bills Need help VAT 10 00 GROSS 60 00 Unpaid All Create Paid Draft Credit notes Recurring aeres Summary text this will appear on your document Create credit note No Bills To apply the credit note to a bill from your supplier click on the relevant bill ID in Purchases gt Bills gt Unpaid and scroll down Any credit notes from that supplier will be listed under Available credit notes for supplier Available credit notes for Supplier 1 Credit note Total credit note Available to credit Amount to credit PCNO00449 60 00 60 00 60 Enter how much you have been credited by that supplier and click Apply 46 Chapter 6 Purchases and bills Chapter 6 Purchases and bills 47 BACKTO CONTENTS Entering employee expenses Enter the details of the expense and then click Submit for approval You can keep track of employees expenses within Clear Books Home Money Sales Purchases Reports Tools Settings Q Search in account Bills Suppliers Expenses Money out Dividends A Bookmarks amp history If you haven t already entered your employees details in Purchases gt z i f Expenses Need help Suppliers you will need to do this before you can begin entering their P expe n ses All Create Create mileage Draft Unapproved Approve2. Advertising revenue INVO00208 Yellow and Red Pages Er 8 01 Mar 11 01 Mar 11 1 000 00 paid Manage v Unpaid All Create Paid Draft Credit notes Recurring ici INV000207 Yellow and Red Pages D 01Mar11 01Mar11 1 000 00 paid Manage Filter content tet 3 INV000206 Mr Gold ia aac 01Mar11 01 Mar 11 2 000 00 paid Mme Manage v SR a Advertising revenue Creat Bulk edit LJ v INV000205 Yellow and Red Pages a 01 Mar 11 01 Mar 11 562 48 paid n Manage Invoice Date due Currency Original Status Options SDTO00204 Mr Gold 11 Jun 13 11 Jun 13 518 40 draft Manage v M spt000203 Yellow and Red Pages 20May13 20 May13 54 00 draft Manage J INV000203 ee Ref rt432 0Sjun13 19Jun 13 25 478 00 approved Ba Manage v SDT000202 WPYS Limited 20May13 20 May 13 93 60 draft Manage v F spto00201 Mr Gold 20 May 13 20 May 13 12 00 draft a Manage v 1NVO00200 Mr Gold 20 May 13 20 May 13 4 000 00 2 636 94 approved oy Manage v El INV000199 WPYS Limited Ref po342253 24 Mar 11 23 Apr 11 3 842 25 approved i Manage v ET 1NVO00198 WPYS Limited 01 Dec 10 31 Dec 10 11 750 00 paid n e Manage v M 1NVO00197 WPYS Limited 01 Nov 10 01 Dec 10 5 875 00 paid T Manage v E INVO00196 WPYS Limited 01 Oct 10 31 Oct 10 5 875 00 paid x Manage INVO00195 jFouracre Ref rt3452 01 Mar 11 31 Mar 11 6 548 68 approved Ba Manage 78 Chapter 11 Top ten questions Chapter 11 Top ten questions 79 80 How do delete an attachment If you
3. 20 x 760 41 Amount 4562 48 z ef Recent transactions for Yellow and Red Pages Original due Amount unpaid To pay off Add 648 26 PAID 245 31 PAID 1 681 37 PAID PO Ref Invoice Date Payment method 01 03 2011 Bank Transfer x Project Advertising F Description Advertising revenue for December Then click Add transaction This will explain the transaction in the accounts If there are any unpaid invoices bills for the selected customer supplier they will be listed when you select that customer supplier Transaction Transfer Refund Explain receipt of 6 548 68 v From Commission 4u Limited Multiple items jec COMMISSION Ez ef Recent transactions for Commission 4u Limited Invoice date INVO00195 01 Mar 2011 INVO00194 01 Mar 2011 Original due Amount unpaid To pay off Add 6 548 68 6548 68 6548 68 6 548 00 PAID If one of the listed unpaid invoices bills applies to this transaction click Allocate This will allocate the payment against the invoice bill to mark it as paid 56 Chapter 7 Bank statements Then click Add transactions This transaction will then be listed as explained E g j Date Description Payments Receipts Balance Explained 01 Mar 2011 Advertising revenue for December 4 562 48 4 783 37 x 04 Mar 2011 Tescos 66 45 4 716 92 05 Mar 2011 The Rose and Crown 33 54 4 683 38 x 05 Mar 2011 Rent for December 749 00 3 934 38 06 Mar 2011 Interest
4. selected customer Click Reconcile in the Add column next to the paid invoice that the transaction relates to Transaction Transfer Refund Explain payment of 49 99 mont To Global Telco PLC Invoice date Multiple items hly telephone ch gt Recent transactions for Global Telco PLC PUR000339 20 Apr 2009 PUR000317 20 Mar 2009 PUR000305 20 Feb 2009 Account Telephone VAT rate VAT Amount 20 I 8 33 Amount 49 99 Original due Amount unpaid To pay off 49 99 PAID 49 99 PAID Reconcile 49 99 PAID Reconcile Invoice Ref Invoice Date Payment method 20 03 2011 Bank Transfer Project Office running costs Description Monthly telephone charge This will then mark the transaction on the bank statement as explained without creating another invoice for it Chapter 7 Bank statements 59 Customising your invoices To set your own invoice themes choose Settings gt Invoice themes gt Create Create your invoice theme using the Theme settings Labels and Styling areas At any time click Preview to see how your invoice theme is looking Remember to click Save theme every time you change something to make sure your theme is changed Home Money Sales Purchases Reports Tools Settings Q Search in account Organisation Getting started Invoice themes Codes Periods A Bookmarks amp history Invoice themes Need help Create Theme set
5. 24Mar 2011 200 00 40 00 240 00 BHARAT x S QTE000001 Advertising Junctions 14 Mar 2011 250 00 50 00 300 00 j a re L ER x Jf Once the quote has been marked as complete it will be moved to Sales gt Quotes gt Complete Once a quote is complete it can be marked as rejected accepted or invoiced to make sure you keep track of the status of the quote Chapter 4 Sales and invoices CONTENTS Creating new invoices from quotes When your customer accepts a quote you are able to turn in straight into an invoice by clicking the highlighted icon below Complete Create Draft Accepted Invoiced Rejected Filter by contact Show all Find Customer Summary VAT Gross Options QTE000004 Customer 1 15May2013 50 00 10 00 600 BRmuMBBhes You can make finishing changes to the quote if necessary and then click Save to create the final invoice Home Money Sales Purchases Reports Tools Settings Invoices Customers Quotes Emails Money in Bookmarks amp history Invoices Need help Unpaid All Create Paid Draft Credit notes Recurring Customer Date Due date Reference Invoice Theme Customer 1 x 15 05 2013 14 06 2013 QTE000004 202 Standard 1 Project El Item Details Qty Unitprice Account VAT rate Net VAT Sub Total Choose an item Revenue 5 10 00 g 50 00 10 00 60 00 x Test Box 20 Additem Manage attachments NET 50 00 VAT 10 00 GROSS 60 00 Summary
6. 5 06 05 2012 GAS BILL 30 05 05 2012 CASH 20 04 05 2012 SUPERSAVE LONDON 5 97 04 05 2012 PETROL 20 02 impor This will import your statement into Clear Books ready to be explained You will find this statement in Money gt Bank accounts under the title Imported statements that need explaining Clear Books will remember the headings that you have set for your CSV imports so if at any time you would like to change these choose Money gt Import rules It is possible to have your bank statements imported into Clear Books automatically on a daily basis This means that you don t have to take the time to download or import them yourself Choose Money gt Yodlee to find out more Chapter 7 Bank statements 53 Recreating bank statements If you don t use internet banking or you would simply prefer to enter your transactions yourself choose Money gt Import tool and use the area entitled Re create a bank statement by entering transactions Select the account that the statement applies to and click Select account Home Money Sales Purchases Reports Tools Settings Bank accounts Import tool Import rules Manage money Bookmarks amp history Import tool Need help Import History Import a bank statement from a file Re create a bank statement by entering transactions Account for import Barclays x Account to re create Barclays z Select account Select account Then enter each transaction from your bank statement one by
7. Help and support Networking with other businesses To access the Network use the dropdown box in the top menu bar of your Clear Books account and select Network Open Payroll Investor Staff Room More a _ Client1 v Miss Boyce Ta ClearBooks ce Labs Home Money Sales Purchases Reports Tools Settings Dashboard Notifications Users Subscription You will see that you can post ideas questions praise opportunities and problems related to all of the different Clear Books applications lt j Network Network My Profile People Find an Accountant Clear Books Open Payroll Partners Network Staff Room Mobile App API A Bookmarks amp history Clear Books Need help as Q A v 4 En Activity Feed Ideas Questions Problems Praise Opportunities Popular Archived a Add Post Attach PDF statement to invoice email ie S LIKES DISLIKES COMMENTS Posted by Laura Leyland 2 hours ago wa Add a filter per date and per entity in Journals gt All 0 0 0 LIKES DISLIKES COMMENTS Posted by de gonfreville 20 hours ago O Conversion to Clear Books from other Programmes peek LIKES DISLIKES COMMENTS Posted by Tom Trainer 1 day ago To update your profile within the network navigate My profile gt Edit Chapter 10 Networking with other businesses Enter as much information as you would like about yourself and your business upload a picture and then click Save profile Once you have created your profile y
8. Sub Total Choose an item Revenue 1 Test Item 5 10 50 00 10 00 60 00 x 20 x Add item Manage attachments NET 50 00 VAT 10 00 GROSS 60 00 Summary text this will appear on your document ET Create payment on recurrence Bank account Select a bank account Payment method Select a payment method Then click Save Chapter 4 Sales and invoices The recurring invoice template will then be saved in Sales gt Invoices gt Recurring waiting to be generated Unpaid All Create Paid Draft Credit notes Recurring Filter content Create recurring invoice Bulk edit M invoice To Summary Date Date due Original Type Status Options SRCO00186 Customer 1 15 May 13 14 Jun 13 60 00 recurring Manage v SRCO00002 Subscriptions R US Monthly retainer for 10 Jan 07 09 Feb 07 1 175 00 recurring Manage v M srcooooo1 Advertising Junctions Quarterly fixed income 14 Feb 08 15Mar08 1 762 50 recurring Manage Once a recurring invoice has been generated it will be located in Sales gt Invoices gt Draft or Sales gt Invoices gt Unpaid This depends on whether you choose to have your recurring invoice created in draft or automatically approved Chapter 4 Sales and invoices BACK TO CONTENTS 29 30 Creating new credit notes If you need to credit a customer you can generate a credit note To do this choose Sales gt Invoices gt Credit notes and click Create credit note Home M
9. This will direct you to a page where you will need to explain this Money out transaction First click the Refund tab then select the customer that you are refunding from the Customer drop down list Enter all of the details to explain the refund and click Create transaction Transaction Transfer Refund Multiple items Explain refund made of 100 00 damaged goods Customer 2 Account PO Ref s Payment method Select Account lz 20 05 2013 Select payment met VAT rate VAT Amount Project Select VAT Rate x 0 x Amount Description 100 00 Damaged goods Create transaction You will notice that there is the option to create a rule for a transaction of this description please do this if you process refunds of this description regularly as it will save you time This will then create an explained transaction from that bank account for the refund Chapter 11 Top ten questions How do I email a customer statement You can email statements to your customers by choosing Sales gt Customers and clicking on the relevant customer name This will direct you to an overview of the customer Invoices Customers Quotes Emails Money in A Bookmarks amp history Home Money Sales Purchases Reports Tools Settings Customers Need help Full statement HTML statement PDF statement Edit contact Create invoice Subscriptions R US Position Uxbridge Invoices 1 200 1 200 Middlesex Total 1 200
10. Website URL of the Website VAT number Suppliers Google contacts Google contacts Clear Books remembers the mappings To clear the mappings please click here From Freshbooks Bills Sales invoices Bill payments Sales payments Purchase items Sales items journals This will pull your data into Clear Books Bank statement Batch purchase invoices Batch sales invoices This will take you to a screen showing how your data should be laid out 12 Chapter 3 Customers and suppliers Chapter 3 Customers and suppliers 13 BACKTO CONTENTS Use the drop down boxes to select the appropriate titles for each column This will direct you to a confirmation page to let you know that your and then click Import customer details have been imported Overview Settings 4 customers Imported Required Fields Customer No data remaining all items imported US date format Customer Ignore Building Address Line 1 Address Line 2 Town x County Rob 34 London Road Manchester Greater Manche _ al Mere R cu Clear Books will remember the headings that you have set for your CSV Neil imports to save time if you import more contacts in the future If at any time you would like to change these choose Tools gt Import gt Settings S to reset the mapping Import Google contacts Uncheck any contacts that you don t want to import into Clear Books and click Confirm import Customer Contact Name Email rob companyn
11. as Ask a question Dashboard x The dashboard gives you an overview of your financial data Customise Customise the widgets displayed on your dashboard by clicking on Customise Dashboard at the bottom of the page Drag and drop widgets on your dashboard to prioritise the data that is important to you Edit Useful Links Chapter 7 Money Chapter 5 Sales Chapter 9 VAT Setting up VAT schemes Create and apply a credit note against a bil AllHelp Guides Frequently Asked Questions Ask a question Suggest an idea Find out about training The help system will check if the problem you are reporting has been resolved If not you can submit the problem to our support team Chapter 9 Help and support 67 Suggesting an idea If you would like to suggest an idea for a feature to be implemented within Clear Books click Suggest an idea enter the details of your idea and then click Submit your post en k Vv 4 E sme Draice Onnoar nitiec Damlar Archive Frobiems Praise Upportunities ropula Archived Have a great idea to improve Clear Books Why not submit it here and let other users discuss it and vote on it Clear Books staff will rev popular ideas and the best may be mplemented in the site vna of nost A v ype of post Idea Assign to a forum Clear Books Des n Clearbooks URL https secure clearbooks co uk accounting home dashboard Submit your post This idea will be posted in the Network 68 Chapter 9
12. have attached a scan to a document within Clear Books you are able to delete this if necessary In this example we will assume that the scan to be deleted is attached to an invoice To remove the attachment choose Sales gt Invoices and locate the invoice that the scan is attached to Click on the paperclip icon in the Status column for that invoice Home Money Sales Purchases Reports Tools Settings A Bookmarks amp history Invoices Customers Quotes Emails Money in Invoices Need help Unpaid All Create Paid Draft Credit notes Recurring Filter content Invoice To Summary Date Date due Late Original Status Options INVO00200 Commission 4u Limited 21 May 13 21 May 13 1 020 00 1 020 00 a M Manage v INV000199 WPYS Limited Ref po342253 24 Mar 11 23Apr11 759 3 842 25 3 842 25 a Manage v INV000195 Commission 4u Limited Ref rt3452 01 Mar 11 31 Mar11 782 6 548 68 6 548 68 H Manage v INVO00190 Advertising Junctions Feb sales 15 Feb 11 15Feb11 826 2 469 91 2 469 91 H Manage v J INVO00189 Mega Commission Deals Ltd Mega Commission Deals 16 Feb 11 16Feb11 825 1 982 60 1 982 60 Gy Manage EI INV000188 Mr Gold Invoice part 2 3 for 10 Mar 11 09 Apr11 773 180 00 180 00 my Manage v INVO00187 Mr Gold Invoice part 1 3 for 03 Mar 11 02 Apr11 780 180 00 180 00 ca Manage v INVO00186 Subscriptions R US Monthly retainer for 10 Jan 11 09Feb11 832 1 200 00 1 200 00 H Manage
13. income 44 68 3 979 06 x 07 Mar 2011 Bank charges 50 56 3 928 50 x 08 Mar 2011 Dec commission 16 Mar 2011 Monthly subscriptions 3 842 25 14 319 43 x 20 Mar 2011 Monthly telephone charge 49 99 14 269 44 x 21 Mar 2011 Internet for December 60 50 14 208 94 x Chapter 7 Bank statements BACK TO CONTENTS 57 Quick paying an invoice To mark an invoice as paid choose Sales gt Invoices gt Unpaid and click on the relevant Invoice Then scroll down and fill in the details of the payment in the Quick pay section To mark an invoice as paid choose Sales gt Invoices gt Unpaid and click on the relevant Invoice Then scroll down and fill in the details of the payment in the Quick pay section Quick pay INV100012 Amount 240 Bank Account Barclays Payment Method Select payment method Payment Date Description INV100012 payment Then click Pay This will list the invoice as paid in Sales gt Invoices gt Paid 58 Chapter 7 Bank statements la hz Reconciling transactions with paid invoices If you have quick paid an invoice and then the transaction shows up on your bank statement you can explain this transaction by reconciling it with the paid invoice To reconcile paid invoices with payments when they appear on the bank statement click on the relevant transaction and select the customer in the From box as you would normally This will bring up all of the recent invoices associated with the
14. one in the area highlighted below Import History Barclays Select payment method x Rename Date Description Payments Receipts Delete Date Description Payments Receipts Add Once you have recreated your statement it will be listed in Money gt Bank accounts under the title Imported statements that need explaining 54 Chapter 7 Bank statements BACK TO CONTENTS Explaining transactions on bank statements To begin explaining transactions on a bank statement choose Money gt Bank accounts and click on the Explain link for the relevant statement Home Money Sales Purchases Reports Tools Settings Q Search in account Bank accounts Import tool Import rules Manage money A Bookmarks amp history Bank accounts Need help All Add Unallocated cash Payment methods Bank account Bank statement Process money Last transaction View statement Barclays Import Re create Moneyin Moneyout Transfer 24 Mar 2011 18 768 89 HSBC Import Re create Moneyin Money out Transfer 23 Jul 2010 38 253 83 Imported statements that need explaining ID Bank account Start Finish Filename Imported Card holder Progress Explain 46 HSBC 02 Mar 11 19 Apr11 Manual 17 Apr09 0 of 3 0 Explain x 41 Barclays 01 Mar11 28Mar11 March 2011 Bank Import Data csv 15 Apr09 0 of 16 0 B 40 Barclays 01 Nov11 28Nov11 November 2009 Bank Import Data csv 15 Apr09 0 of 16 0 Explain x 39 Barclays 01 Oct 11 28 Oct 11 October 2009 Bank Impo
15. recurring Manage v Then enter all relevant details and either save the invoice as a draft by clicking Save draft or to save your invoice as complete click Save Unpaid All Create Paid Draft Credit notes Recurring Customer Date Due date Reference Invoice Theme Customer e 15 5 2013 14 6 2013 202 Standard x Project El Item Details Qty Unitprice Account VAT rate Net VAT Sub Total Choose an item Revenue z 1 Test Item 5 10 50 00 10 00 60 00 x Manual Additem Manage attachments NET 50 00 VAT 10 00 GROSS 60 00 Summary text this will appear on your document Save draft Refresh Once your invoice is confirmed it will be in Sales gt Invoices gt Unpaid waiting to be paid 26 Chapter 4 Sales and invoices Chapter 4 Sales and invoices 27 28 Enter the invoice details as you would for any normal invoice You will notice that you also have the options to set the frequency that the invoice is generated at whether it is created in draft for you to approve or automatically approved how many times the invoice is created and whether you would like payments generated automatically for this invoice Unpaid All Create Paid Draft Credit notes Recurring Customer Date Due date Reference Theme Project Customer x 15 5 2013 14 6 2013 Standard x lz Frequency Create invoices as Occurrences monthly x Approved x 12 Item Details Qty Unitprice Account VAT rate Net VAT
16. rules Manage money Bank accounts Need help All Add Unallocated cash Payment methods Bank account Bank statement Process money Last transaction View statement Barclays Import Re create Moneyin Moneyout Transfer 24 Mar 2011 18 768 29 HSBC Import Re create Moneyin Moneyout Transfer 23 Jul 2010 38 25383 Then enter the correct bank account details and click Save Chapter 11 Top ten questions How do I change the HMRC entity If at any time you need to change your HMRC entity you will need to first add the new entity as a supplier Do this as you would add any other supplier by choosing Purchases gt Suppliers gt Add To set this contact as your HMRC entity choose Settings gt Organisation and then click the Tax tab Select the new entity using the HMRC entity drop down box and then click Save changes Home Money Sales Purchases Reports Tools Settings Bookmarks amp history Organisation Getting started Invoice themes Codes Periods Organisation Need help Details Toggle features My listing iCal Contact Details VAT Logo VAT number GB Tax VAT period Quarterly API VAT period end Dec HMRC entity HMRC Manage VAT schemes Tax Tax reference CIS Tax office number a Tax office reference gt Accounts office reference Chapter 11 Top ten questions BACK TO CONTENTS 87 88 Where do I post my VAT payments to HMRC Payments to H
17. suppliers Make sure that your spreadsheet is formatted correctly as per the layout in the screenshot below and then select the CSV file using the Choose If you have customer and supplier data saved to accounting software that File button and click Upload you were using previously you can import this directly into Clear Books To do this you will first need to download your data in CSV ot ee comma separated values format Upload Please select a csv file to upload Choose File Customer Template csv Upload Import Google contacts Then choose Tools gt Import and click either Customers or Suppliers depending on which data you are importing Available fields Fields marked as required must be present in the uploaded file Click here to download a sample Home Money Sales Purchases Reports Tools Settings Q Search in account Field name Required Notes Projects Stock Import Export Journals C House Bookmarks amp history Ignore Any data in this field is ignored Customer YES Customer Name usually a company name m po rt Q Need help Contact Name Given a full name will also separate the forenames from the surname Building Overview Settings Address Line 1 Address Line 2 Frad A Town Before importing large amounts of data it is advised you create a restore point of your current accounting data County Country Postcode I would like to import Import Tools Overview Email Phone 1 Phone 2 n Fax A Bills
18. text this will appear on your document Save Save draft Refresh Chapter 4 Sales and invoices 25 BACKTO Creating new invoices Creating new recurring invoices To create a new invoice choose Sales gt Invoices and click Create invoice You are able to create recurring invoices within Clear Books if you have customers that you invoice on a regular basis To do this choose Sales gt Invoices gt Recurring and click Create recurring invoice Home Money Sales Purchases Reports Tools Settings Invoices Customers Quotes Emails Money in Bookmarks amp history Invoices Need help Home Money Sales Purchases Reports Tools Settings Unpaid All Ce Paid Draft Caire Recurring Invoices Customers Quotes Emails Money in Bookmarks amp history Filter content Invoices Need help ae Unpaid All Create Paid Draft Credit notes Recurring E invoice To Summary Date Date due Late Original Due Status Options aa INVO00201 Advertising Junctions 15 May 13 15 May 13 120 00 120 00 EE Manage v IF INVO00200 Advertising Junctions 15 May 13 15 May 13 240 00 240 00 Ha Manage v F INVO00199 WPYS Limited Ref po342253 24 Mar 11 23Apr11 753 384225 3 842 25 B Manage M invoice To summary Date Datedue Original Type status Options SRC000002 Subscriptions R US Monthly retainer for 10 Jan 07 09Feb07 1 175 00 recurring Manage v M srcooooo1 Advertising Junctions Quarterly fixed income 14 Feb 08 15Mar08 1 762 50
19. the mapping Chapter 4 Sales and invoices Creating new quotes In the sales process the first document that you might need to create is a quote To do this choose Sales gt Quotes gt Create Home Money Sales Purchases Import Customer Date z 1505 2013 Project xl Quote type Item Details Choose an item A Reports Tools Settings Credit terms Reference Qty Unit price Account VAT rate Calert Arrmiint A Bookmarks amp history Need help Quote Theme 4 Standard 1 Net VAT Sub Total el a The different types of quote you can create are quote estimate proforma invoice and sales order Use the Quote type drop down box to select which one you would like to create Enter all the details of your quote and click Save draft This will save the quote as a draft which can be found by choosing Sales gt Quotes gt Draft Chapter 4 Sales and invoices BACKTO CONTENTS 23 24 Once you are happy with your quote click the green tick icon in the Options column to mark it as complete Need help Complete Create Draft Accepted Invoiced Rejected Filter by contact Show all Find al Quote Customer Summary Date Net VAT Gross Options QTE000004 Customer 1 15May2013 50 00 10 00 60 00 BRORBRHS I QTE000003 Commission 4u Limited 24Mar2011 900 00 180 00 1 080 00 3 m2 ne QTE000002 Advertising Junctions
20. 0 6 0 60 0 oN O Oo M CONTENTS You are able to save as many invoice themes to your Clear Books account as you like They will be listed in Settings gt Invoice themes gt All All Create Preferences Directory 8 You can set a theme as the default theme to use for all invoices by clicking Set as Default My Themes Standard Frank TAB BWL Basic 1 Preview Preview Preview Preview J Preview Set as Default Set as Default Set as Default Set as Default Set as Default BS Apply to all gS Apply to all Gs Apply to all GS Apply to all B Edit B Edit B Edit B Edit X Delete X Delete X Delete X Delete GS Apply to all If you have more than one invoice theme saved to your Clear Books account you will be given the option to choose which theme to use when creating an invoice Chapter 8 Customising your invoices 63 Asking a question From any area in Clear Books click the Need help link for a brief overview Home Money Sales Purchases Reports Tools Settings Q Search in account Dashboard Bookmarks amp history Dashboard Need help Dashboard x he dashboard gives you an overview of your financial data Customise Customise the widgets displayed on your dashboard by clicking on Customise Dashboard at the bottom of the page Drag and drop widgets on your dashboard to prioritise the data that is important to you Edit Useful Links Chapter 7 Money Chapter 5 S
21. 0 00 GROSS 60 00 Summary text this will appear on your document Create payment on recurrence Bank account Select a bank account Payment method Select a payment method Then click Save 44 Chapter 6 Purchases and bills The recurring bill template will be in Purchases gt Bills gt Recurring waiting to be generated Unpaid All Create Paid Draft Credit notes Recurring The bill was added successfully Edit Copy Delete Template Once a recurring bill has been generated it will be located in Purchases gt Bills gt Draft or Purchases gt Bills gt Unpaid This depends on whether you choose to have your recurring bill created in draft or automatically approved Chapter 6 Purchases and bills BACKTO CONTENTS 45 BACKTO CONTENTS Creating new credit notes Enter the details in the same way you would for a bill and click Save If you are credited by a supplier you will need to enter this into Clear Books as a credit note Unpaid All Create Paid Draft Credit notes Recurring 4 A Supplier Date Reference Theme Project To enter a credit note from a supplier into Clear Books choose Purchases a Supplier 1 z 16 05 2013 Standard x x gt Bills gt Credit notes and click Create credit note Item Details Qty Unitprice Account VAT rate Net VAT Sub Total Ch it Home Money Sales Purchases Reports Tools Settings Q Search in account k 9 Cost of sales z
22. 00 UB11 1HB cositowss Cashflow stats No data available 3 months 0 00 12 months 0 00 Click Email statement Chapter 11 Top ten questions BACK TO CONTENTS 75 76 This will direct you to the email template that will be sent to your customer along with their statement Edit the copy if you would like to and then click Send email By default the statement will send to the email address that you have saved for your customer From Hyper Global Meganet lt meganet hyperglobal net gt To cc BCC Subject Hyper Global Meganet Statement i Insert Font Style Font Size Dear Please find your statement attached You may also click on the link below to view your full current statement Your Statement Kind Regards Mr Meganet Hyper Global Meganet T 08888 888 888 F W www hyperglobal net Path Send Email Sent by post Hand delivered Chapter 11 Top ten questions How do I approve multiple draft invoices If you would like to save time by approving multiple draft invoices in one go choose Sales gt Invoices gt Draft Home Money Sales Purchases Reports Tools Settings Bookmarks amp history Invoices Customers Quotes Emails Money in Invoices Need help Unpaid All Create Paid Draft Credit notes Recurring Filter content M invoice To Summary Date Date due Original Status Options V SDTO00203 Yellow and Red Pages 20 May 13 20 May 13 54 00 a Manage v
23. MRC need to be posted to the account VAT control This will decrease the amount of VAT building up on your dashboard If you are using the Clear Books built in VAT report when you confirm a VAT return a bill will be created in Purchases gt Bills gt Unpaid In this case just allocate the payment to the bill Chapter 11 Top ten questions For more information please visit our site www clearbooks co uk g n ClearBooks 2013 Clear Books plc
24. Price Line VAT Amount Line VAT Rate Clear Books remembers the mappings To clear the mappings please click here This will pull your data into Clear Books 20 Chapter 4 Sales and invoices BACK TO CONTENTS Use the drop down boxes to select appropriate titles for each column and then click Import Overview Settings Required Fields Invoice No Invoice Date Customer Name Line Description one or more of Line Unit Price Line Net Price US date format O Invoice No z Invoice Date Ignore Due Date x Customer Name z Ignore INV001 01 05 2012 21 05 2012 Customer 1 INVOO2 02 05 2012 22 05 2012 Customer 2 INV003 03 05 2012 23 05 2012 Customer 3 m You can then uncheck any invoices that you don t want to import into Clear Books and click Confirm import Invoice Number Invoice Date Customer Amount m INV001 2012 05 01 00 00 00 100 00 m INV002 2012 05 02 00 00 00 50 00 M INVOO3 2012 05 03 00 00 00 40 00 Confirm Import Confirm All Chapter 4 Sales and invoices 21 22 This will direct you to a confirmation page to let you know that your invoices have been imported 3 Invoices imported No data remaining all items imported These invoices will then be listed in Sales gt Invoices gt Unpaid waiting to be paid Clear Books will remember the headings that you have set for you CSV imports If at any time you would like to change these choose Tools gt Import gt Settings to reset
25. Size Dear their_name We have created a new invoice_type for you Please click on the link below to view your statement including a pdf of this invoice_type Path Note that when manually emailing a document it is possible to edit the text in the body of that specific email if you need to 34 Chapter 5 Sending automated emails Chapter 5 Sending automated emails 35 Purchases and bills BACK TO CONTENTS Importing existing bills If you have bills saved to accounting software that you were using previously you can import these directly into Clear Books To do this you will first need to download your bill data as a CSV file Then choose Tools gt Import and under the Bills heading click Bills Home Money Sales Purchases Reports Tools Settings Projects Fixed assets Stock Import Export Journals C House Bookmarks amp history Import Need help Overview Settings Before importing large amounts of data it is advised you create a restore point of your current accounting data I would like to import Import Tools Overview A Sales A Bills Customers Suppliers Google contacts Google contacts From Freshbooks Sales invoices Bill payments Sales payments Purchase items Sales items Journals Bank statement Batch purchase invoices Batch sales invoices This will take you to a screen showing how your data should be laid out Chapter 6 Purchases and bills 37 BACK TO CONTENTS Ma
26. Ta ClearBooks User Guide Setup sales purchase and support information for your Clear Books account Digital Edition Web Develo se arbr J utes pacar tite APA OY nn a Web Developer Books Graphic Designer Contents Chapter 1 Customising your dashboard Chapter 2 Setting up a bank account 11 Chapter 3 Customers and suppliers 12 Importing existing customers and suppliers 16 Creating new customers and suppliers 18 Chapter 4 Sales and invoices 19 Importing existing invoices 23 Creating new quotes 25 Creating new invoices from quotes 26 Creating new invoices 2 Creating new recurring invoices 30 Creating new credit notes 32 Chapter 5 Sending automated emails 36 Chapter 6 Purchases and bills 37 Importing existing bills 41 Creating new bills 43 Creating new recurring bills 46 Creating new credit notes 48 Entering employee expenses 51 Chapter 7 Bank statements 52 Importing bank statements 54 Recreating bank statements 2 Contents 55 58 59 60 64 65 67 68 70 72 73 75 77 78 80 83 84 85 87 88 Explaining transactions on bank statements Quick paying an invoice Reconciling transactions with paid invoices Chapter 8 Customising your invoices Chapter 9 Help and support Asking a question Reporting a problem Suggesting an idea Chapter 10 Networking with other businesses Chapter 11 Top ten questions How do I show a refund to a customer How do I email a customer state
27. V spT000202 WPYS Limited 20 May 13 20 May 13 93 60 a Manage v M spto00201 Mr Gold 20 May 13 20 May 13 12 00 a Manage v 159 60 10f1 Place ticks in the boxes next to the invoice numbers for the draft invoices that you would like to approve Then click Approve This will approve these invoices and move them to Sales gt Invoices gt Unpaid This process is the same for approving multiple draft bills Choose Purchases gt Bills gt Draft and follow the same steps Chapter 11 Top ten questions BACKTO CONTENTS 77 BACK TO CONTENTS How do ledit transactions in bulk This will direct you to an area where you can edit all of your selected invoices reference project and account You may need to bulk edit invoices or bills to update certain details such as the account project name or reference Edit the invoices you would like to change then click Update e e To do this choose Sales gt Invoices gt All or Purchases gt Bills gt All and A Unpaid All Create Paid Draft Credit notes Recurring click the Bulk edit link Filter contact Filter project 1 710 From To Find Reset Home Money Sales Purchases Reports Tools Settings searc mt Create invoice Invoices Customers Quotes Emails Money in Bookmarks amp history 8 invoice To Summary Date Datedue Currency Original Type Status Options INV000209 Test 123 Ref 0000 06 Sep 13 06 Sep 13 12 00 approved m Manage v Invoices Need help
28. ales Chapter 9 VAT Setting up VAT schemes Create and apply a credit note against a bill All Help Guides Frequently Asked Questions z anore hi Ask a question Suggest an idea Find out about training Report a problem If you would like to ask a question about something within Clear Books click Ask a question type your question and click Submit Chapter 9 Help and support 65 66 This will bring up any frequently asked questions and help guides related to your question Ask a question We ll see if this question has already been answered How do I create an invoice Edit Do any of the following match your question Frequently asked questions Where can find my Invoices for Clear Books subscription charge Help guides and videos B Chapter 5 Sales 2 Chapter 7 Money E Create and apply a credit note against a customer invoice B Allocate a receipt to a multi currency invoice Forex gains Transaction prefixes including INV PUR Question answered Make public on Network Contact support If you find the answer to your question here then click Question answered Show more If your question still hasn t been answered click Contact support This will send your question in a support ticket direct to our support team They will respond via email Chapter 9 Help and support Reporting a problem If you find a problem within Clear Books click Report a problem This link works in the same way
29. ame co uk I lt mw Oo Le dave clearbooks co uk lt o w lt D lt w wy 3 lt D Confirm Import Confirm All 14 Chapter 3 Customers and suppliers Chapter 3 Customers and suppliers 15 16 Creating new customers and suppliers To add customers or suppliers manually choose either Sales gt Customers or Purchases gt Suppliers This example will take you through adding a customer but the processes of adding a customer and a supplier are the same Choose Sales gt Customers and click Add customer Home Money Sales Purchases Reports Tools Settings Q Search in account Invoices Customers Quotes Emails Money in A Bookmarks amp history Customers Need help All Add All A B C D H J M N RES Y Total customers 16 Export Statements Report Customer Currently due Contact Email address Phone Options Advertising Junctions 2 829 91 D 248 Barclays 0 00 E PBB Commission 4u Limited 6 548 68 D PB amp eB Dave dave clearbooks co uk 08448 986 356 ee BA BA HSBC PBB John Smith John Smith PQB amp e Mega Commission Deals Ltd 1 982 60 A RDA B Mr Gold 360 00 D RBA Mr L Payer 0 00 E PBB Neill PBAB Rob rob companyname co uk 0121 546 3769 Qs eaw Sam FBZe Subscriptions R US 1 200 00 A 2BD Test Bank Account PBIB WPYS Limited 3 842 25 E RBB Yellow And Red Pages 0 00 B tim timfouracre co uk P BA BA Merge contacts Chapter 3 Customers and suppliers Th
30. creating an invoice Enter all of the relevant details and then either click Save draft or Save depending on if the bill is complete or not Unpaid All Create Paid Draft Credit notes Recurring Supplier Date Due date Reference Theme Project Supplier 1 16 5 2013 15 6 2013 Standard x Item Details Qty Unitprice Account VAT rate Net VAT Sub Total Choose an item 5 Cost of sales x 1 Test Item 10 5 50 00 0 50 00 x Manual Additem Manage attachments NET 50 00 VAT 0 00 GROSS 50 00 Summary text this will appear on your document Save draft Refresh 40 Chapter 6 Purchases and bills Chapter 6 Purchases and bills 41 Once your bill is confirmed it will be in Purchases gt Bills gt Unpaid waiting to be paid Invoice PUR000447 Supplier 1 PUR000446 HCS Ltd PURO00445 Stock HCS Ltd PUR000444 HCS Ltd BILLOO1 Supplier 1 BILLOO2 Supplier 2 BILLOO3 Supplier 3 Summary 16 May 13 14 May 13 16 May 13 16 May 13 01 May 12 02 May 12 03 May 12 42 Chapter 6 Purchases and bills Date due 15 Jun 13 13 Jun 13 15 Jun 13 15 Jun 13 21 May 12 22 May 12 23 May 12 360 359 358 Original 50 00 282 00 20 40 51 00 200 00 100 00 500 00 1 203 40 50 00 282 00 20 40 51 00 200 00 100 00 500 00 1 203 40 Status D D 9 gt 3 9 Options M M Manage v anage Manage v anage v Manage v Manage v Manage v CONTENTS Crea
31. d Analysis Recurring Receipt from Date Reference Make sure that when adding employees you click Supplier invoice Employee Test 05 09 2013 defaults and set their Employment status Employee daiming Adam Wood lt To begin entering expenses choose Purchases gt Expenses and click Item Details Qty Unit price Account VAT rate Net VAT Sub Total Add in the Create receipt column next to the name of the employee you Epon a BO cm iam a would like to add an expense for Additem Manage attachments NET 100 00 VAT 20 00 GROSS 120 00 Home Money Sales Purchases Reports Tools Settings Q Search in account Bills Suppliers Expenses Money out Dividends Bookmarks amp history Summary text this will appear on your document Expenses Need help All Create Create mileage Draft Unapproved Approved Analysis Recurring Submit for approval Save Draft Refresh D Send attachments to this unique email address scans sterlingaccountants clearbooks co uk and they will appear in Clear Books automatically Employees are able to enter their own expenses if you have invited them in to your Clear Books account as a user Add employee Add receipt Create mileage receipt Name Unapproved receipts Draft receipts Create receipt Employee Test Add To do this choose Home gt Users and invite your employees into your Clear Books account You can set their permissions so that they can only access their expenses or you can allow them
32. econcile View bank rec When you are happy with your selections click Reconcile To unreconcile tick the boxes next to the relevant transactions and click Unreconcile 84 Chapter 11 Top ten questions How do I change the bank account details on an invoice The bank account details that show up on your invoices are the details for the bank account that you set as your default payment account To set your default payment account choose Settings gt Invoice themes gt Preferences and select the account that you would like to be shown on your invoices in the Default payment details drop down box Home Money Sales Purchases Reports Tools Settings Q Search in account Organisation Getting started Invoice themes Codes Periods A Bookmarks amp history Invoice themes Need help All Create Preferences Directory Preferences Default payment details Barclays Sales invoice prefix INV Purchase invoice prefix PUR o Customer credit days 30 Supplier credit days 30 Default quote footer Thank you for your business text Default of line items 1 a First invoice number 186 n Invoice multiple contacts Disabled Chapter 11 Top ten questions 85 86 To edit the details of a bank account choose Money gt Bank accounts and click the edit icon for the relevant bank account Home Money Sales Purchases Reports Tools Settings Bookmarks amp history Bank accounts Import tool Import
33. efault payment details and click Save All Create Preferences Directory Preferences Default payment details Sales invoice prefix Purchase invoice prefix Customer credit days Supplier credit days Default quote footer text Default of line items First invoice number Invoice multiple contacts Test Bank Account INV Thank you for your business 186 Disabled Chapter 2 Setting up a bank account 9 To set the opening balance for this account choose Settings gt Getting started gt Cash and enter the figure next to the relevant bank account Then click Update It is in this area that you also set any other opening balances such as debtors and creditors Home Money Sales Purchases Reports Tools Settings Organisation Getting started Invoice themes Codes Periods Bookmarks amp history Getting started Need help Cash Debtors Creditors Other Balances Reset Start date 1 Jan 2007 Account Amount Barclays 46919 48 HSBC 2965 78 Test Bank Account 1000 Your start date for using Clear Books is 1 Jan 2007 Enter opening bank and credit card balances on this date If the start date is wrong it can be altered here You can then choose Money gt Bank accounts to find this bank account and add any other accounts that you have to Clear Books 2 Setting up a bank account Customers and suppliers BACK TO CONTENTS Importing existing customers and
34. en enter all of your customer s information All Add Basic information Basic information Preset information Customer Customer Number One 100 results are available use up and down arrow keys to navigate Customers Title Please Select Customers bank details First name Invoice address Surname Delivery address Email address Other information Primary phone Clearbooks user Secondary phone CIS subcontractor details It is important to enter as much information as you have for each customer The more information Clear Books has the more intelligent it will be with populating invoices and statements Click on all of the areas listed on the right hand side of the screen and enter as much information as possible Then click Save Chapter 3 Customers and suppliers BACKTO CONTENTS 17 Importing existing invoices If you have invoices saved to accounting software that you were using previously you can import these directly into Clear Books To do this you will first need to download your invoice data as a CSV file Then choose Tools gt Import and under the Sales heading click Sales invoices Home Money Sales Purchases Reports Tools Settings Q Search in account Projects Stock Import Export Journals C House Bookmarks amp history Import Need help Overview Before importing large amounts of data it is advised you create a restore point of your current accounting data would like t
35. ine VAT Amount Line VAT Rate Bill ID Supplier Invoice Number Bill Date Supplier Amount Clear Books remembers the mappings To clear the mappings please click here BILLOO1 2012 05 01 00 00 00 200 00 BILLOO2 2012 05 02 00 00 00 100 00 BILLOO3 2012 05 03 00 00 00 500 00 This will pull your data into Clear Books 38 Chapter 6 Purchases and bills Chapter 6 Purchases and bills 39 BACKTO CONTENTS This will direct you to a confirmation page to let you know that your bills Creating new bills have been imported To create a new bill choose Purchases gt Bills and click Create bill 3 Invoices Imported Home Money Sales Purchases Reports Tools Settings Q Search in account Bills Suppliers Expenses POs Money out Dividends Bookmarks amp history No data remaining all items imported Bills Need help Unpaid All Create Paid Draft Credit notes Recurring Filter content These bills will then be listed in Purchases gt Bills gt Unpaid waiting to be Create bill paid ID Invoice From Summary Date Date due Late Original Due Status Options PUR0O00446 HCS Ltd 14 May 13 13 Jun 13 282 00 282 00 2 Manage v Clear Books will remember the headings that you have set for your CSV RS Ne jen a Ss So ae eee ee imports If at any time you would like to change these choose Tools gt PUR000444 HCS Ltd 16May13 15jun13 51 00 51 00 Manage Import gt Settings to reset the mapping The process of creating a bill is the same as
36. ke sure that your spreadsheet is formatted correctly and then select Use the drop down boxes to select the appropriate titles for each column the file using the Choose File button and then click Upload and then click Import Overview Settings Overview Settings Upload Required Fields Bill ID Bill Date Supplier Name Line Description Line Unit Price Please select a csv file to upload Choose File Bills csv Upload US date format C Available fields Bill ID x Bill Date z Ignore Due Date x Supplier Name Ignore Fields marked as required must be present in the uploaded file Click here to download a sample BILLOO1 01 05 2012 21 05 2012 Supplier 1 BILLOO2 02 05 2012 22 05 2012 Supplier 2 Haein Jaret all UAS BILLOO3 03 05 2012 23 05 2012 Supplier 3 Ignore Any data in this field is ignored Bill ID YES Your reference to this bill Bill Date YES m Due Date Ifyou fill both Credit Terms and Due Date we will ignore Due Date and force your Due Date to match Credit Terms rt Credit Terms If you leave both date_due and credit_terms empty the system will load your default data automatically pai Supplier Name YES Summary Invoice No Your supplier s reference to this bill gt 2 e 1 e e Line Description YES You can then uncheck any bills that you don t want to import into Clear Line Account Code The ClearBooks account code this line should be linked to eei Books and click Confirm import Line Unit Price YES L
37. ls Settings Q Search in account Bank accounts Import tool Import rules Manage money Bookmarks amp history Bank accounts Need help All Ad 1a e nethod Bank account Bank statement Process money Last transaction View statement Barclays Import Re create Moneyin Moneyout Transfer 24 Mar 2011 18 768 39 S HSBC Import Re create Money in Money out Transfer 23 Jul 2010 38 253 83 Select which type of account you would like to add For the purpose of this example press the button next to Bank account a Account type Bank account Credit card Cash account internet payments investment account Savings account Directors loan account 0000000010 Loan account Setting up a bank account 7 8 Fill in as much information as you can about your bank account in the Details Settings and Payment methods areas and click Save Bank account Bank Name Account number Sort code Overdraft facility BACs payable to Cheques payable to Payable to address IBAN SWIFT Bank group Hyper Global Meganet New Bank Save Details Settings Payment methods All of the fields that you fill in from the Details area will be included in the payment advice on your invoices if this is your default payment account Chapter 2 Setting up a bank account To set this account as your default payment account choose Settings gt Invoice themes gt Preferences select the account from the D
38. ment How do I approve multiple draft invoices How do edit transactions in bulk How do I delete an attachment Where can find my voided invoices How do reconcile my bank account How do change the bank account details on an invoice How do change the HMRC entity Where do I post my VAT payments to HMRC Contents 3 Customising your dashboard The first area that you see when you log into your Clear Books account is your dashboard Home Money Sales Purchases Reports Tools Settings Q Search in account Dashboard Bookmarks amp history Dashboard Need help ch You can temporarily switch to the old theme by clicking here Sales amp Customers Unpaid invoices Commission 4u 6 548 68 WPYS Limited 3 842 25 16 763 44 eus asa J a Add customer Create quote Add supplier Allinvoices All customers All quotes The dashboard can be tailored to suit your needs and displays shortcuts to the areas within Clear Books that you use the most in the form of widgets To customise your dashboard scroll to the bottom of the screen and click Customise dashboard Tick the boxes next to the widgets you would like to be listed on your dashboard and click Save Customise dashboard 7 Sales gy Purchases ales h Calendar Customising your dashboard 5 Setting up a bank account To set up a bank account choose Money gt Bank accounts and click Add account Home Money Sales Purchases Reports Too
39. mers Enable auto email sender Get a summary of all emails Send an email once 0 days after invoice created Auto Prompt Automatically send an email for each due for payment invoice One email per unpaid invoice is generated by this option You can opt out specific customers Get a summary of all emails days before invoice due for payment When you enable auto emails all existing customers will automatically be opted in You will need to edit individual customer details to opt them out Sending automated emails 33 BACKTO CONTENTS When you add new customers they will automatically be opted out of auto emails If you would like them to be opted in you will need to change this Make sure that you opt your customers in out of auto emails as appropriate To set the default email content that your customers receive choose when adding them If they have already been added you will need to edit Sales gt Emails gt Templates their details Use the tabs to access all of the different email templates Edit the copy to suit your preferences and then click Save Home Money Sales Purchases Reports Tools Settings Q Search in account Invoices Customers Quotes Emails Money in Bookmarks amp history Emails Need help All Settings Templates Attachments Invoice Reminder Payment Prompt Quote Remittance PO Signature Detail Statement Subject smy_company invoice_number Message i Insert Font Style Font
40. mp history Import tool Need help Import History Import a bank statement from a file Re create a bank statement by entering transactions Account for import Barclays Account to re create Barclays x Select account Select account To import your statement you will need to first download it from your internet banking as a CSV file and save it to your computer Click Choose File and select your saved bank statement Import History La If you import a CSV bank statement for the first time you will be prompted to identify the amount date and description These mappings will be remembered the next time Barclays Account Select file Choose File statement csv Set payment method Select payment method x Upload Then click Upload 52 Chapter 7 Bank statements This will upload your statement to Clear Books The first time you upload a statement you will need to use the drop down menus to identify what information is in each column Once you have done this click Import US date format Date x Description Zi Amount 09 05 2012 FOOD SHOPPING 10 05 09 05 2012 CINEMA 9 95 09 05 2012 APPLE ITUNES STORE LONDON 4 99 09 05 2012 INTERNET TRANSFER 42 08 05 2012 CASH 70 08 05 2012 CASH 10 08 05 2012 CINEMA 5 25 08 05 2012 CLOTHES SHOPPING 18 08 05 2012 RENT 37 13 08 05 2012 PHONE BILL 24 75 08 05 2012 ELECTRICITY BILL 7 23 08 05 2012 WATER BILL
41. o import Import Tools Overview x ek A Sales CA Bills Customers Suppliers Google contacts Google contacts From Freshbooks Bills Sales invoices Bill payments Sales payments Purchase items Sales items Journals Bank statement Batch purchase invoices Batch sales invoices This will take you to a screen showing how your data should be laid out Sales and invoices 19 Make sure that your spreadsheet is formatted correctly as per the layout in the screenshot below and then select the file using the Choose File button and then click Upload Overview Settings Upload Please select a csv file to upload Choose File Invoices csv Upload Available fields Fields marked as required must be present in the uploaded file Click here to download a sample Field name Required Notes Ignore Any data in this field is ignored Invoice No YES Your reference number to the invoice Invoice Date YES Due Date If you fill both Credit Terms and Due Date we will ignore Due Date and force your Due Date to match Credit Terms Credit Terms If you leave both date_due and credit_terms empty the system will load your default data automatically Customer Name YES Summary Reference Your customer s reference to this invoice Line Description YES Line Account The ClearBooks account code this line should be linked to Code Line Quantity The quantity of the product invoiced Defaults to 1 Line Unit Price or Line Net Price Line Net Price oe Unit
42. oney Sales Purchases Reports Tools Invoices Customers Quotes Emails Money in Invoices Unpaid All Create Paid Draft Credit notes Filter content Create credit note M invoice To Summary scnooo1s2 Mr Gold Credit Note Invoice part 3 3 Settings Recurring Date Date due Original 20 Apr 09 20 Apr 09 230 00 Unallocated Bookmarks amp history Need help Bulk edit Status Options eS Manage v Enter the details in the same way as you would for an invoice and click Save Unpaid All Create Paid Draft Credit notes Filter content Create credit note M invoice To Summary Recurring Bulk edit SCNO000204 Customer 1 YJ SCNO00182 Mr Gold Credit Note Invoice part 3 3 Unpaid All Create Paid Draft Credit notes Customer Date Reference Customer1 x 15 05 2013 Item Details Qty Unit price Choose an item 1 10 Broken Box Additem Manage attachments Summary text this will appear on your document Save Chapter 4 Sales and invoices Datedue Original 15 May 13 15 May 13 12 00 20 Apr 09 20 Apr 09 230 00 Recurring Credit Note Theme Project 205 Standard1 x Account VAT rate Net VAT Revenue sl 9 10 00 2 00 20 NET VAT GROSS Unallocated Status Options 12 00 a Manage v me Manage v El Sub Total 12 00 10 00 2 00 12 00 This credit note will then be listed in Sales gt Invoice
43. ou can start connecting with other users Network My Profile People Messages Find an Accountant View My Profile Edit My Profile Profile Permissions My Companies My Tickets A Bookmarks amp history Edit My Profile Need help Contact Information Profession Personal Statement Gravatar Use gravatar for your profile picture Your email address Profile Picture Upload a Picture No picture uploaded DRRR Chapter 10 Networking with other businesses BACK TO CONTENTS 71 How do I show a refund to a customer If you have refunded a customer you can show this by choosing Money gt Bank accounts and clicking Money out next to the bank account that the refund was processed from Home Money Sales Purchases Reports Tools Settings Q Search in account Bank accounts Import tool Import rules Manage money A Bookmarks amp history Bank accounts Need help All Add Jnallocated cash Payment methods Bank account Bank statement Process money Last transaction View statement Barclays Import Re create Moneyin Money out Transfer 24 Mar 2011 18 768 89 S HSBC import Re create Money in Money out Transfer 23 Jul 2010 38 253 83 Enter the amount that you are refunding in the Money out box and a description of the refund in the Description box Then click Explain Bank account Barclays x loney ou 00 Description Damaged goods Bank date 20 05 2013 Explain Top ten questions 73
44. ptions vinvooo193 Commission 4u Limited Ref rt3452 01 Feb 11 03 Mar 11 6 548 68 Manage v 6 548 68 1 of 1 82 Chapter 11 Top ten questions Chapter 11 Top ten questions 83 How do I reconcile my bank account If you don t import your bank statements into Clear Books you may like to reconcile the transactions in Clear Books with your bank statement to make sure that everything is accounted for To do this choose Money gt Bank accounts and click on the name ofthe bank account that you would like to reconcile Use the search filters to narrow the results and then compare your actual bank statement to the transactions that are listed for that account on Clear Books Go through your transactions If they match your actual bank statement tick the check boxes Home Money Sales Purchases Reports Tools Settings Q Search in account Bank accounts Import tool Import rules Manage money Bookmarks amp history Bank accounts Barclays Need help All Add Unallocated cash Payment methods Choose a month 2011 03 Withdrawals 0 00 Deposits 18 548 00 Month Change 18 548 00 Find Money in Money out To from 01 03 2011 31 03 2011 Viewing by accounting date Switch to bank date Date Description Withdrawals Deposits Balance e 24 Mar 11 INV000194 payment Commission 4u Limited 6 548 00 18 768 89 JF 15Mar11 INV000191 payment Advertising Junctions 12 000 00 12 220 89 Opening Balance 220 89 Unr
45. rt Data csv 15Apr09 Oof16 0 Explain 22 Rarrlawe 1 San 11 28 Con 11 Cantamher 2NNO Rank Imnart Nata rew 15 AnrNQ Nnf1k NAL Evnlain ea Then click on the transaction Description that you would like to explain Import History Barclays Import Import ID 41 Receipts 14998 09 Payments 10514 29 Narrow Results Filter Explained 0 of 16 imported 0 complete E Date Description Payments Receipts Balance Explained 01 Mar 2011 4 562 48 4 783 37 x 04 Mar 2011 Tescos 66 45 4 716 92 x 05 Mar 2011 The Rose and Crown 33 54 4 683 38 x 05 Mar 2011 Rent for December 749 00 3 934 38 x 06 Mar 2011 Interest income 44 68 3 979 06 x 07 Mar 2011 Bank charges 50 56 3 928 50 x 08 Mar 2011 Dec commission 6 548 68 10 477 18 x 16 Mar 2011 Monthly subscriptions 3 842 25 14 319 43 x 20 Mar 2011 Monthly telephone charge 49 99 14 269 44 x 21 Mar 2011 Internet for December 60 50 14 208 94 x Chapter 7 Bank statements 55 Select the customer supplier that this transaction applies to in the From To box If there aren t any unpaid invoices bills in Clear Books that relate to a transaction then explain the transaction by entering the details yourself Transaction Transfer Refund Multiple items Explain receipt of 4 562 48 advertising revenue From Yellow and Red Pages Invoice Invoice date INVO00142 01 Apr 2009 INVO00105 01 Mar 2009 INV000101 01 Feb 2009 Account Revenue E VAT rate VAT Amount
46. s gt Credit notes ready to be printed as a PDF or emailed to your customer To apply the credit note to an invoice from your customer click on the relevant Invoice in Sales gt Invoices gt Unpaid and scroll down Any credit notes available for that customer will be listed under the title Available credit notes for customer Available credit notes for Customer 1 Credit note Total credit note Available to credit Amount to credit SCN000204 12 00 12 00 12 Enter how much you would like to credit the customer and click Apply Chapter 4 Sales and invoices BACK TO CONTENTS 31 Sending automated emails If you email invoices to your customers you can set these emails to go out automatically To do this choose Sales gt Emails gt Settings and enable the automatic emails that you would like Clear Books to send for you You will notice that you are able to automatically email an invoice to a customer as soon as it is generated automatically email customers to prompt them when an invoice payment is due and automatically email customers to remind them when their payments are overdue Home Money Sales Purchases Reports Tools Settings Q Search in account Invoices Customers Quotes Emails Money in Bookmarks amp history Emails Need help Settings Auto Sender Automatical y send an email for each unpaid invoice One email per unpaid invoice is generated oy this option You can opt out specific custo
47. ting new recurring bills You can create recurring bills within Clear Books if you have suppliers that invoice you on a regular basis To do this choose Purchases gt Bills gt Recurring and click Create recurring bill Unpaid All Create Paid Draft Credit notes Recurring Filter content Create recurring bill Invoice From Summary Date Date due Original Type Status Options PRCO000001 Clear Books Limited Accounting software fee 14 Jan 09 13 Feb 09 5 75 recurring Manage v This is done in the same way as creating a recurring sales invoice so enter the details as you would for any normal bill Chapter 6 Purchases and bills 43 You will notice that you also have the options to set the frequency that the bill is generated at whether it is created in draft for you to approve or automatically approved how many times the bill is created and whether you would like payments generated automatically for this bill Home Money Sales Purchases Reports Tools Settings Q Search in account A Bookmarks amp history Bills Need help Supplier Date Due date Reference Theme Project Supplier 1 16 5 2013 15 6 2013 Standard x iz Frequency Create invoices as Occurrences monthly Approved 12 Item Details Qty Unitprice Account VAT rate Net VAT Sub Total Choose an item ial Cost of sales x 1 Test Item 5 10 50 00 10 00 60 00 x 20 x Additem Manage attachments NET 50 00 VAT 1
48. tings Labels Styling Preview Theme Settings Theme name Logo Upload a new logo Customising your invoices 61 Alternatively have a look in the Directory This is where Clear Books users publish invoice themes that they have designed Home Money Sales Organisation Getting started Invoice themes Purchases Reports Tools Settings Invoice themes Codes Periods o Our designers can be contracted to create a bespoke theme for your invoices Contact us for pricing All Create Preferences Directory gt By Age Newest Themes By Popularity 1 Za 4265 6 2 a a Theme Name All Themes test Homes 2 Bloom Corporate Invoice Creative Abstract Group Elegant Modern Invoice Minimal Miscellaneous Modern Official Simple Traditional Use any of these invoice themes as they are or edit them to suit your business Hunter s Electrical Ltd 3rd Blue Impact Abri Corporate Mediazodiak EMASSINV PBnew Stoneycroft Invoice Author PICTURES EXPERIENCE LTD HOMES 2 BLOOM LTD Trademark Products Ltd Abstract Plumbing Ltd Lee Smith Hunters Electrical Contractors Ltd Cognova Solutions Ltd Impact CM Ltd Abri Ltd Mediazodiak LTD EMASS Ltd Phil Byrne Stoneycroft Publishing Ltd 62 Chapter 8 Customising your invoices Rating nie wiem co place for my head Hunters Electrical Ltd rd w Bookmarks amp history Need help Popularity uu kf O 060
49. to access other areas of Clear Books as well if they are involved in the accounts 48 Chapter 6 Purchases and bills Chapter 6 Purchases and bills 49 50 Once an expense has been submitted use the icon highlighted below to attach any scans of relevant receipts or invoices You will see that the expense is listed in Purchases gt Expenses gt Unapproved ready to be approved by you Create Create mileage Draft Unapproved Approvec Analysis Recurring Select employee Employee Test Create receipt Create mileage receipt Select Employee Receipt from Summary Project Date Amount Employee Test Employee Test 05Sep 2013 120 00 RDE To approve an expense use the Select employee drop down list to select the relevant employee Check the box in the Select column and click Approve This will then move the expense to Purchases gt Expenses gt Approved Approved expenses for an employee will be grouped into a bill waiting to be paid This can be found in Purchases gt Bills gt Unpaid You will also notice that you are able to create recurring expenses if necessary Chapter 6 Purchases and bills Importing bank statements To import your bank statements choose Money gt Import tool Use the area entitled Import a bank statement from a file select the account that that statement applies to and click Select account Home Money Sales Purchases Reports Tools Settings Bank accounts Import tool Import rules Manage money Bookmarks a
50. v 17 423 44 17 423 44 Chapter 11 Top ten questions You will see any files that are attached to the invoice under the Attached files heading Drag the file that you would like to delete into the Available files box and click Attach Unpaid All Create Paid Draft Credit notes Recurring Back Upload Attachment Existing Uploads Available Files Attached Files Choose a file Resume pdf x Screenshot png Upload Chapter 11 Top ten questions BACK TO CONTENTS 81 BACKTO A red cross will appear next to the file Click the cross to delete Where can I find my voided invoices the attachment If you would like to view your voided invoices or bills choose Reports gt All and scroll down to the Exceptions area Upload Attachment Existing Uploads Available Files Attached Files Choose a file Screenshot png x No File Attachments Exceptions Resume pdf x Void sales Upload Void purchases Click on either Void sales or Void purchases depending on whether you would like to view invoices or bills This will bring up a list of all of your voided invoices bills Home Money Sales Purchases Reports Tools Settings Q Search in account Financials Tax CIS Other Graphs Management report A Bookmarks amp history Financials Need help All Profit amp loss Balance sheet Cash flow Forecast Budget Trial balance Filter content Bulk edit M invoice To Summary Date Date due Original Status O
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