Easy Trace
Contents
1. Easy race An Expense and Warranty Tracking Solution EASY TRACE INTRODUCTION asse GE OG De Ge EG Ge a EG oe dee EE n Ge ie 2 HOW WORMS es ESE TETA Dee OE ON Re GO OG Ge ER Oe N Ge De 2 SNAP IT VIA OUR FRIENDLY MOBILE APPS ees ese es ee es ese es ee es ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 2 DIG RECEPT AND FLE oase ee che oe Ee EG tec be ee GR EE EE GE AG rama tanga ee ER ee ER ER EE 2 CLOUD STORAGE ERA EE NE EO EE OE RO Ee N 2 ACCOUNTING PACKAGE INTEGRATION esse Nos seed ee Re se De Ge Ge ee Re ee Ge Ge Ge oe ia aaaea Ge Ge Ge 2 FREQUENTLY ASKED QUESTIONS ccscccccsccccansccccsncccccnsccccsncccassccccanscccessccccsssccessscccssscccessccccessccccsscccccscccess 3 STEP 1 SIGNUP YOUR ORGANISATION sisie sissies eie dei ee de Ge ie ee ie Ge ie oe oe ee Ge Ge Ge Ge ee oi see 4 STEP 2 VERIFY YOUR EMAI sirr 4 STEP SOG o A A 5 STEP 4 INBOX EMAIL EMAIL FORWARDING cccccsccecccsccecceccccccsccecccsccecceccesccecceccesccecceccesccecceccesccescecceece 6 STEP S ACCOUNT PAC KAGES issie id oe di ee ie oe oi io ee Ge Ge ed de ei ie Ge oe oe Oe Ge ed eb ie eo io ee 7 INTEGRATE MIE MYOB oone inti bees ie ie Ge Oe ee oe ie ee Ge ie ee Ie oe Ee 7 INTEGRATE WITH XERO ER EO RE N EE 9 STEP 6 INVITE YOUR COLLEAGUES AND BOOKKEEPER cccccecccccccccccccccccccccccccccccccccccccceccccccecccccceccs 10 etse sea IE EE TO AR EE EE OE OE OE EE EE OE OE EE N 10 MITE EUSTOME2. 9820 38d1b9c781f8 If you have windows tablet device including Microsoft Surface you can use a tablet version of the app from the Windows store ch Download from http apps microsoft com windows en au app 77c332a6 3330 43 7c a532 Windows Store b27aefa9048e EASY TRACE 11 EASY TRACE Record Expenses Once you have downloaded the Easy Trace mobile app on your phone you are ready to record expenses and track assets and warranties d aol KS Expense Detail 14 1109 Parkin i s Personal Expenses 2014 10 25 bali Launch SE eis old Item Type O n 14 1104 Computer a Receipt 2014 10 25 Marketing campaign A kaak aak Account Expenses Conversation Warranty 14 1100 Accommodation 7 nee 2014 10 25 Product Launch Project AN 14 1107 Phone amp Internet 1290 9427 Marketing campaign 2014 10 25 Sales Meeting Payment Method Assets Accounts Travel Credit Card M 14 1103 Food te 2014 10 25 Marketing campaign Travel Plan fil amp Q Projects Payment Methods Settings Total Amount 13 80 0 Assets amp Warranty 0 Asset amp Warranties recorded Comments 0 Synchronise Mobile Data Before starting to record your expenses it is recommended to synchronise your chart of accounts suppliers and projects with your Cloud inbox To do that please press the sync icon on the home page and provide your credentials Easy Trace will automatically upload your expenses to your inbox however you can c
3. AND WARRANTY MESSAGE BOARD REPORTS Test Org v v Organisation Settings Select Accounting Package Account Right Live a powerful accounting with the flexibility to MYOB work on or offline Shape and customise how your quotes invoices and purchases look handle PAYG and payroll tax and access an advanced inventory management system Organisation Preferences Email Notification Send Invitation Invitation History Audit History v Account Settings Account Right Live Account Preferences My Organisations Shared Organisations Accept Invitation Accounting software with all the time saving tools you need to grow your business Create professional recurring invoices and SIG receive updates when they are opened Fast bank reconciliation and unlimited users for free Integr ation Options DropBox Lookups Beautiful Accounting Software Accounts For authorization you will be taken to Xero website where you need to login with your Xero credentials and select an organisation to link with Easy Trace Organisation Settings Organisation Preferences mero Integration Emal Notification Send Invitation Start Authorize Synchronize Accounts Finish Invitation History Audit History To integrate with Xero accounting software please click on the Continue button Account Settings The Continue button will take you to the Aero website where you will be asked to authorise penne SE Easy Trace to
4. Travel Plans Tax Codes Accept Invitation After sending the invitation we will send an email to your colleague or bookkeeper and invite them to join Easy Trace and accept your invitation They will be able to accept your invitation from the Accept Invitations page Organisation Settings Accept Invitations Organisation Preferences The following invitations have been sent to you by your colleagues and bookkeeper or accountant After Email Notification accepting the invitation the shared organisation wil be available from the organisation list Send Invitation You Have 0 pending invitation s Invitation History Audit History Account Settings Account Preferences My OrgeanBations Shared Organisations Accept Invitation Integration Options Invite Customers SS SS EASY TRACE 10 EASY TRACE If you have signed up as a bookkeeper you can also invite your customers by selecting the Invite Customer page and sending the invitation Step 7 Mobile Apps Easy Trace has released mobile apps with all popular app stores Please find below direct links otherwise please search for Easy Trace Expense Tracking and you will see a familiar logo in the search results MEE EEN httos itunes apple com au app easy trace id842461052 mt 8 amp App Store https play google com store apps details id com yzm easytrace amp hl en Google play http www windowsphone com en au store app easy trace ddc862af c983 48b3
5. RS oon GEE Ge EE EE RE OG Ge EN GER Ee Ge EE GO Ge ED GE RE Ge GE GO Ee oe 10 STEP 7 MOBILE APPS ssssssssssssssssssssssssssssssssssssssssesssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssoo 11 RECORD EXPENSES ace oos oe oe see Ee EA ee De ee oe N GN RO ee ES ER GO Ge EG Ge GE RE oo oe oe GE 12 S VINCHRONISE MOBILE DATA Me OE ES GR SE Re GEE ee He Ge ED N GE RE EG EE RS SG ee Ge Se Ee 12 STEP amp VIEW AND PUBLEIS Hi ies sense bei ese sed dee sd ee ee ee ie Ge ed ee eo Ek N ee ee ed oe be Ge Go N ee ei 13 FEATURE HIGHLIGHT oes ds ee ee ee oe oe es ee de ee ee Ge oe ee ee ae Ge ee be Gee Ee Ge ee Ge Ge Ge de ke 14 OUIEK SE NAR INIGODE ie AE ee Ee ee EG EG Ge EE GE Ee GE EE Ee ee GE GE N EE ee 14 ASSET AND WARRANTY TRACKING 3 eo RS EE ee ER GE SS Ee ER GE Ge ie He GR Ge ee Se EG Ge EG ee EE Ge SG ie 14 MIESSAGE BOA RD wcrc oe RE RR GE Ge ie GE BEDE ee ER EE GEE eN EE Ge GE EG ee 15 E PORT OAT AENEA EE 15 DASHBOARD AND BEPORTS is iese ie se oi oi De ie ie oi EE Oe de ie ie 15 REPORTS N Ee Ee EG EE Ee ee Ee EE Ee Ee 16 CONTACT do EE RE TEN 16 EASY TRACE 1 EASY TRACE INTRODUCTION Easy Trace is an expense asset and warranty tracking solution especially designed for small and medium organisations who want technology to help them work efficiently How it works Easy Trace offers three way data collection a cloud based secure storage for all your receipts integration with your favourite accountin
6. add invoices and bilis My Organ ations Shared Organisations After authorisation you will be given an option to synchronise the acounts and contacts Accept Invitation Beck Y Integration Options After pressing next we will connect Easy Trace with your Xero organisation and also copy all your chart of accounts Suppliers Customers and Tax Codes from Xero After performing this step you have successfully integrated with Xero To unlink please press the unlink button SS SS EASY TRACE 9 EASY TRACE Step 6 Invite your Colleagues and Bookkeeper You can invite your colleague and bookkeeper by selecting the option from the Settings page and choosing the Send Invitation option Organisation Settings Invite a Bookkeeper Accountant Organisation Preferences Mr EG a Send an invitation to your bookkeeper Once they have signed up they will be able to see your organisation and Email Notification invoices send Invitation Bookkeeper Accountant Name Invitation History Audit History Bookkeeper Accountant Email Account Settings H Defaut Permissions Account Preferences My Organ Bations Shared Organisations Invite a Colleague Accept Invitation Send an invitation to a colleague and share your organisation details vi nteg ration O ptio ns Colleague s Name Accounting Package Colleague s email address DropBox gu Lookups Default Permissions Suppliers Customers Projects lobs Payment Methods
7. ared Organisations Accept Invitation Accounting software with all the time saving tools you need to grow your business Create professional recurring invoices and ASLO receive updates when they are opened Fast bank reconciliation and unlimited users for free v Integration Options DropBox Lookups Beautiful Accounting Software Accounts For authorization you will be taken to the MYOB website where you need to login with your MYOB Account Right credentials and click sign in Organisation Settings MY OB Integration Organisation Preferences Emal Notification Send Invitation Invitation History Audit History To integrate with MYOB Accounts Rights please click on the Continue button Account Settin gs The Continue button will take you to the MYDB website where you wil be asked to authorise Easy Trace to add invoices and bills Account Preferences After authorisation you will be given an option to select the company file My Organ Gations Shared Organisations Back Accept Invitation Integration Options Accounting Package EASY TRACE 7 EASY TRACE Once authorised you will be taken back to Easy Trace website to choose your company file Please provide MYOB user name and password for the company file Organisation Settings Im MYOB Integration Organisation Preferences meid RE Ta er Start Authorise Select Company File Send Invitation Invitation History Audit Hist
8. ce account EASY TRACE 4 EASY TRACE Step 3 Login Please type https cloud easytrace com au and enter your credentials to login to your Easy Trace account https cloud easytrace com au Email info easytrace com au Easy Website www easytrace com au Trace Sign In 9 N amp Please enter your email Password Sign In We help you record your receipts and find them when you need them You can send your receipts and invoices via email and mobile app both iPhone and Android apps are available in app stores All your receipts are listed neatly in a Cloud Inbox You can also invite your bookkeeper and accountant and share your data with them Copyright 2014 YZM Technologies All rights reserved EASY TRACE 5 EASY TRACE Step 4 Inbox Email Email Forwarding After login you can click on the Settings option from the top right corner of the screen and make a note of your Inbox Email You can use this email address to send your digital files Please note that we only accepts digital files from your contact email s kn DASHBOARD INBOX ITEMS ASSET AND WARRANTY MESSAGE BOARD REPORTS Test Org Organisation Settings Inbox Email Organisation Preferences l l You can forward your digital files and receipts to the following email address Please use your contact email for Email Notification sending emails Send Invitation Your Easy Trace Email read only Invitation His
9. ch application and offers a variety of additional features some of those features are listed below Quick Snap Mode Easy Trace mobile app offers a quick snap mode for capturing multiple receipts with ease This mode is useful when you have large volume of receipts and you want to quick snap without tapping too many buttons Please access this feature from the home page by pressing icon ing E Quick Snap Please start capturing your expenses with quick snap mode In this mode we will create an expense entry for each new image If you wish to add more than one image in an expense please go back to home screen and select expense option Please select default values before start capturing the expenses Item Type Receipt Account 6 4700 Food Project 120 1 Sydney Cancel Payment Method Cash Account Travel Plan Start Quick Snap Asset and Warranty Tracking Besides tracking your expenses you can record your assets and warranties with Easy Trace Once you have recorded a few key dates on your mobile or in the Cloud app Easy Trace will send you a reminder email a few weeks before the warranty expires SCS EASY TRACE 14 EASY TRACE Message Board When communicating with your colleagues or customers you can use the message board feature to quickly record comments and ask questions if you are unsure about an expense detail instead of sending an email Export Data Easy Trace offers multiple way
10. g package and free sharing with your colleagues and a bookkeeper Snap it via our friendly mobile apps To capture your paper receipts use our friendly mobile app to take pictures All expense entries are automatically uploaded to your Cloud Inbox You can share your account with other staff members and bookkeeper for free Digital Receipts and Files You can send all your digital receipts including eBay or Papal receipts as well as any jpg png jpeg bmp pdf doc xls and zip files attachments via an email We support up to 20 MB attachments per email Cloud Storage When a receipt is uploaded via Easy Trace mobile app or an email is forwarded or a document is uploaded directly via our drag and drop interface they are all neatly stored in the Cloud Inbox where you can search and filter your receipts with ease Accounting Package Integration If you are using MYOB or Xero as your accounting package we support seamless integration with both packages EASY TRACE 2 EASY TRACE Frequently Asked Questions Please below answers to some frequently asked questions have five staff members who would like to record expenses how many accounts do I need You only need a single organisation account that you can share between your staff members Each staff members can create their personal account as well as record expenses against the shared company account Can record business and personal expenses side by side Yes whe
11. hange the default behaviour via the settings page EASY TRACE 12 EASY TRACE Step 8 View and Publish When you record your expenses via our friendly mobile app or send them via email or upload directly from the browser Easy Trace will neatly organise all your images and documents in your Cloud inbox We offer advanced filtering and search options to locate a receipt with ease To view and edit an expense please click on the link in the Inbox page and it will open the detail view where you can input the data If you have purchased the We do It option all your data is prefilled and you just need to click on Save And Publish and your expense will be submitted to Xero or MYOB which ever accounting package you have integrated with i The monthly usage count is now 60 Easy C DASHBOARD ASSET AND WARRANTY MESSAGE BOARD Test Org v item No 100434 11 11 2014 Demo Person em Type Purchase Receipt v Me Status Pending v S 2 rd Invoice Date 11 11 2014 Z i Invoice No Spier Comment Central Copiers v Project Job Supply of Coolers FH v pa sac 493 Travel National v EE ag oe Cash Account v Travel Plan Select v Comments D Add new Line Item Refresh Description Quantity Amount Action GST 0 73 Total Amount S 8 00 BELAT TT Assets And Warranty Asset Name Asset Type Asset Amount Qty Supplier Date Purchased Action EASY TRACE 13 EASY TRACE Feature Highlight Easy Trace is a feature ri
12. n taking the snap of your receipt you can chose the organisational account that the expenses needs to be recorded against lam a bookkeeper and my client uses Easy Trace for expense tracking do need to pay additional fees No you do not need to pay any additional fees Your client will be responsible for paying his organisation account and it can be shared with you for bookkeeping and admin purposes How long do you keep my receipts We will keep your receipt as long as you have an active subscriptions with us When your subscription expires we will contact you and discuss the backup options As per our policy we will remove your account and data after 30 days What happens if exceed my monthly package quota We will charge you for additional receipts with a flat fee of 0 10c receipt for that month Can get some additional reports and features to be included in the solution Please contact us with your requirement and will be happy to discuss customisation options with you Can integrate my accounting package We are constantly adding more and more accounting packages for integration please contact us if you wish to include your favourite package EASY TRACE 3 EASY TRACE Step 1 Signup your organisation Please visit https cloud easytrace com au SignUp and fill out the details If you are a bookkeeper or accountant please select the account type Bookkeeper or Accountant Once you have entered all details plea
13. ory Company Name File Name Version Account Settings API Sandbox Demo 41 API Sandbox Demo 41 2014 4 zi API Sandbox Demo amp API Sandbox Demo amp 2014 4 Account Preferences My OrganGations Shared Organisations Accept Invitation Integration Options Accounting Package Drop Box Lookups ACCOUNTS Suppliers User Name Customers ProjectsJobs Payment Methods Password Administrator Travel Plans Tax Codes After pressing next we will connect Easy Trace with MYOB and also copy all your chart of accounts Suppliers Customers Jobs and Tax Codes from MYOB After performing this step you have successfully integrated with MYOB To unlink please press the unlink button v Organisation Settings MYOB Integration Following company file is linked with your organisation Emai Notification API Sandbox Demo 41 Press UnLink to deregister company file Send Invitation Invitation History ine Please note that after UnLink operation you will no longer be able to publish your recipts and bills to MYOB company file Audit History peraton you w ge p y Ip pany v Account Settings Account Preferences EASY TRACE 8 EASY TRACE Integrate with Xero Please select the Settings link and choose Accounting Package from the navigation menu and click on the Continue button and follow the instructions on the screen e i The monthly usage count is now 60 j ps Velcome Demo Person DASHBOARD INBOX ITEMS ASSET
14. s to export your data If you are looking for a quick csv or excel output for your digitalised data or a formatted report in PDF excel and word document Easy Trace export features has it all You can easily print your expense report with or without images with a single click Dashboard and Reports Easy Trace offers an easy to use dashboard Each section represents a summary of activities performed by your organisation If you have multiple organisations you can simply switch between them via the drop down i The monthly usage count is now 60 Velcome Demo Person INBOX ITEMS ASSET AND WARRANTY MESSAGE BOARD REPORTS Jan March 2014 Apr Jun 2014 July Sep 2014 Oct Dec 2014 MIM Organisation Summary Incoming amp Outgoing N 0 5000 Total Incoming 2136 30 J 5000 10000 i J 10000 15000 Total Outgoing 2355 65 N 15000 20000 Processed Items In Queue Items N l Incoming Outgoing Warranty Due Dates Outgoing by Account m Amount Today lt gt November 2014 Day Week 700 Monday Tuesday Wednes Thursday Friday Saturday Sunday 01 02 600 500 03 04 05 06 07 08 09 400 10 11 12 13 14 15 16 300 17 18 19 20 21 22 23 200 100 24 25 26 27 28 29 30 0 pood jenan modaion paketna Kpense wa accom nec oot er E EE EASY TRACE 15 EASY TRACE Reports Easy Trace includes an extensive set of reports Please find below some of the reports that are included in your package Please contact us if yo
15. se select the package you wish to sign up for If you want to trial the service you can choose the selection Free Package B https cloud easytrace com au SignUp Email info easytrace com au Website www_easytrace com au Sign Up Please complete the form to sign up Account Type Personal or Business Bookkeeper or Accountant Free Package First Name First Name Get 50 receipts for Free Last Name Last Name Contact Email Your email Monthly Packages You We Doit Doit Phone No Your Phone No D Up to 100 receipts 9 15 Organisation Name Your organization Up to 300 receipts 19 29 Up to 1000 receipts 39 59 Referral Email Referral Email Address gt Up to 2000 receipts 69 99 Country Australia v Data Entry Service You Dot We Do It Additional receipts 0 10 each Password 8 digits minimum Data entry services please see our terms and conditions Verify Password The safer easier way to pay Type the characters you see in the picture below PG3LNR LJ By clicking Sign Up you agree to our Terms amp Conditions Step 2 Verify your email After signing up your account we will send you a verification email to your registered email address Please check your spam folder if your email does not appear in your Inbox Please click on the Verify link which will open the browser and verify your email address After performing verification you will be able to login to your Easy Tra
16. tory Audit History Email Preferences Account Settings Please turn on off email notifications when an rceipt or message is submitted Account Preferences Receive an email when a receipt is submitted My OrgenBations Yes No den ae aa Receve an email when anew message is posted Yes No Accept Invitation Integration Options EASY TRACE 6 EASY TRACE Step 5 Account Packages Easy Trace has been designed to work independently so you don t need to connect to your accounting package However if you wish to take advantage of the seamless integration with popular accounting packages like MYOB and Xero please follow the steps below Integrate with MYOB Please select the Settings link and choose Accounting Package from the navigation menu and click on the Continue button and follow the instructions on the screen post oO The monthly usage count is now 60 1 Welcome Demo Person DASHBOARD INBOX ITEMS ASSET AND WARRANTY MESSAGE BOARD REPORTS Test Org v v Organisation Settings Select Accounting Package Account Right Live a powerful accounting with the flexibility to MYOB work on or offline Shape and customise how your quotes invoices and purchases look handle PAYG and payroll tax and access an advanced inventory management system Account Right Live Organisation Preferences Email Notification Send Invitation Invitation History Audit History v Account Settings Account Preferences My Organsations Sh
17. u have a requirement for customised reports e Account Summary Report e Project Job Report e Expense Outgoing Report e Expense Report with receipt images e Income Sales Report e Travel Expense Report e Travel Expense Report with images e Asset Detail Report Warranty Maintenance Report Contact Us If you have any question about Easy Trace or would like to know more about our services please feel free to contact us and we will get back to you as soon as we can Email helpdesk easytrace com au Web http easytrace com au Phone 61 8 9202 6832 Address 67 Howe Street Osborne Park WA 6017 Facebook https www facebook com yzmeasytrace EASY TRACE 16
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