ookkeeaapp Manual as PDF
Contents
1. An entry can be either income or expense and has at least three obligatory points 13 You must select if the entry is income or expense The entry must have clear title You always have to enter the gross amount without prefix Entries are automatically sorted according to date in ookkeeaapp and on printouts tabs and reports are automatically numbered For VAT declarations and annual reports it makes a lot of sense to make the entry as detailed as possible Categories are edited and organized in the Preferences You can assign entries to a Specific category but you don t have to You are also not required to assign an account to an entry but it will make it much easier for you and your tax professional when you are organizing your tax declaration above all your determination of taxable income and your end of year report Accounts are also edited and managed in the Preferences You can load an existing set chart of accounts you probably will have to adopt edit and translate to fit your needs You can also on your own or with the help of your tax professional create all of your own accounts I can only recommend that you use accounts When adding account information to an entry it is much much easier to determine the taxable income and make a tax declaration both for your tax professional and for yourself I often don t know what article belongs to which account Variant 1 is that you create your own accounts It is al2. Pictured Manua ootkeeaapp Welwte Help Quit ookkeraanp This is the first thing you will see and must do in ookkeeaapp The Assistant requires only a few small steps You only have to enter a small amount of information and for every step you will find a short explanation Step 1 Enter company name tax number and your currency Step 2 Since I am so nice I have already filled everything in for this window But because there are always exceptions especially in our tax system it can be that you might have to customize a third tax rate Small scale businesses and otherwise identified exempt businesses should enter that information and then you don t need to think about additive taxes or tax rates again Steps 3 amp 4 Accounts and categories are another matter I know Everyone has their own organizational system and for exactly that reason you can organize your categories in whatever way you would like Categories are not subject to any generally accepted parameters or legal specifications whatsoever Therefore it is completely up to you if you want to use it For the chart of accounts it is a little different First of all no you don t have to use accounts But and there is always a but I recommend it When adding account information to an entry it is much much easier to determine the taxable income and make a tax declaration if you have used this tool Both for your tax professional and for yourself I often do
3. View gt Ledger Click on Create New Year in the ledger window Enter the optional balance from the previous year And no the ledger cannot have a negative balance When transferring an entry from an tab into the ledger it will automatically be checked One important word on personal drawings Since ookKeeaapp is not designed for double entry accounting balancing etc the ledger is also not designed to distinguish between business and private transactions In ookkeeaapp EVERYTHING is business Period Or in other words How to create a new ledger entry Create an entry as usual see above Click on Ledger in the Entry window Select the correct year Click OK 32 EXPORTING AND IMPORTING DATA PDF File Text File CSV File XML File V Excel File DATEV File ookkeeaapp File There are two formats of data formats in ookkeeaapp One data format is only for internal use This file format is optimized for fast performance and reliability The other file format is for communicating with tax professionals and the tax office You can simply classify them as closed proprietary and open file formats For back ups transfers to other Macs and similar things please always use the internal secure data These can be directly imported without being customized or damaged Reciprocally neither your tax professional nor the tax office can work with the native and closed ookkeeaapp files In this case plea
4. five years now and I still learn of something new and of multiple exceptions on a daily basis I simply cannot Know all the rules and all those exceptions to those rules in your country Actually no one can But I m a good listener and I m here to help So if there is something you re missing or can t accomplish with the third tax rate the comment field and a balancing item just let me know 49 Help and Support The gods help them that help themselves No manual no blog entry even no Screen cast can answer all questions from all users that may arise Most importantly all those things are no replacement for common sense And since ookkeeaapp is not a Twitter client or a simple word processor chances are that you run in to trouble while trying to do your bookkeeping with ookkeeaapp I tried to answer most general questions with this verbose manual So please read it before writing an email It will save you a lot of time waiting for my answer and it will save all of you and me a lot of time when I don t have to answer lots of questions that are covered here Because then I can much better focus on trying to help with things that can not be easily answered by using this iBook In order to answer you as fast and as good as possible please be as precise aS possible when requesting my help If something is not working as expected an email like That stupid app does not do what I want is to
5. from Bill works without needing to move files all over the place All you have to do is use the menu command Send Invoices To ookkeeaapp 2014 in Bill ookkeeaapp will then open the import dialog and then you simply apply accounts and categories In case the tax rates do not match you have to do it manually but that s all Please keep in mind that Bill and ookkeeaapp are two completely different apps for two completely different purposes 38 IMPORTING FROM GRANDTOTAL 3 The import from GrandTotal works without having to move files all over the place as well All you have to do is use the menu command Send to ookkeeaapp and select the appropriate time period ookkeeaapp will then open the import dialog and then you simply apply accounts and categories In case the tax rates do not match you have to do it manually but that s all Please keep in mind that GrandTotal and ookKeeaapp are two completely different apps from completely different developers that are used for completely different purposes 39 DEPRECIATIONS ookkeeaapp PRO only lly Add Depreciation hate 02 Jun 2014 1 456 67 scription 13 Retina MacBook Pro 5 Years LWA June 291 33 2018 M Automatically create balancing item Don t forget to manually enter the depreciations in the following years Cancel OK amp Ledger M inventory lu Depreciations You can manage your depreciations and low value assets with ookkee
6. patience The compiling and exporting of all reports at one time can take a little while Sometimes it might seem as though nothing is happening but don t worry everything is okay This might be the perfect time to make a coffee or to play with your cat As soon as ookkeeaapp is finished with everything it will very nicely ask you what you would like to do with those files 43 DROPBOX NAS ookkeeaapp PRO only Preferences Data oo AE 5 Data Categories Accounts Templates Documents path Users Michael Library cokkeeaapp Documents Path to where the attached documents will be stored Choose Automatically create up to twelve backups Backup path Volumes Time Machine Path to where the backup zip files will be stored Choose Please let me choose a custom database path Path to where the ookkeeaano database wil be stored KNOW WHAT I M DOING AND WON T COMPLAIN RATE POORLY OR BITCH ABOUT IT IF I VE DESTROYED MY COMPLETE DATA AND CAN T RESTORE IT BECAUSE WAS TOO STUPID TO CREATE BACKUPS OR SIMPLY DON T KNOW HOW TO USE THE DROPBOX PROPERLY Database path Users Michael Dropbox ookkeeaapp Choose Using your own custom database location is done at your own risk You are responsible for your data You need to make sure that this location is always accessible mounted and that you have the correct permissions In addition it s never a good idea to access the same database from two dif
7. to open the Preferences Use Menu gt ookkeeaapp gt Preferences 25 CLIENTS Company and tax numbers should be written on the printout regardless of whether it is the long or shortened version Whoever has to enter a lot of entries will probably love the possibility that ookkeeaapp can remember the last settings like date used account tax rate etc A small pro tip If you check Hide Assistant you will not be asked again what you would like to do CATEGORIES Categories in ookkeeaapp can be organized however you would like them to be organized meaning it is totally up to you how or even if you would like to use them You can use them as additional organizational criteria or as revision help which can be of service when you are searching for something then you can filter your tabs based on your categories You can also for example sub classify for yourself your other business entries just to see how much of your hard earned money you spent in the Apple Store ACCOUNTS Quickly because it is so often misunderstood The accounts in your chart of accounts have nothing to do with your checking account the same as ookkeeaapp is not meant to display your current account balance ookkeeaapp comes with a simple standard chart of accounts You can load other pre prepared accounts or you can load your own In order to be compatible with the official tax regulations for inter compatibility you
8. 014 D D csv import You are about to import entries from a CSV Ale Since there are no real standards for CSV files you need to respect some very important rules For exporting CSV files for use in cokkeeaapp please use Numbers This way ft is much easier to import them here Excel has problems with umlauts the encoding please use Excel only if you really must You need to comply with this exact sequence Date Receipt Description Number Category AccoustAccount description Tax rateAmoent The formatting of dates and numbers must be exactly as follows Date Example 17 March 2013 17 03 2013 Number Example income 100 Euro and 23 Cent 100 23 Expense 1000 Euro and 54 Cent 1 000 54 M Yes I ve used Numbers the sequence concurs and the formatting is correct Since you import your entries into an exiting tab the time period needs to be the same You cant import entries from january eto March or entries from 2010 into 2014 M Yes I ve checked it twice the time period is the same Since you import entries imo a system with already provided med tax rates and in order for ookkeeaanpp to file them correctly the tax rates need to correspond as well Failing this will lead to false tab and therefore VAT declaration Example 1 tax fate in Cokkeeaage 20 00 gt therefore the 1 tax rate in the CSV Me has to be 20 00 as we AN things Exempt from and Outside the scope need to be adjusted by hand M Yes I ve checked i
9. ACKUP YOUR DATA BACK IT UP REGULARLY BACK IT UP AT LEAST TWICE 46 MULTIPLE CLIENTS ookkeeaapp PRO only Preferences Clients a ye MOApp Software New Client Delete Logo J Company New Company Tax number Currency Le Subject to VAT sales taxation Not subject to VAT sales taxation DATEV optional only if tax professional makes use of it Adviser number Client number You can manage multiple clients with ookkeeaapp PRO Every client uses his or her own accounts and categories Clients can be imported and exported by using the File menu How to create a new client Open the Preferences Select the Clients tab Click New Client 47 TIPPS AND TRICKS The answer to almost everything in ookkeeaapp is not 42 but The third tax rate the comment field and a balancing item It is almost impossible to write a simple usable bookkeeping app for one country tax system that is able to cover all exceptions for all possible professions and uses ookkeeaapp works for many more countries and many many many professions simply because it can be used very flexibly and in many many many creative ways For example Should you be required to submit a monthly EC Sales List yes I m talking about this cumbersome Reverse Charge EU thingie here all you need is to make use of the third tax rate for those invoices and the comment field for the VAT ID and by using the custom re
10. MOApp Software Manufactory ookkeeaapp Bookkeeping for Freelancers made painless and simple Welcome to ookeeaapp First Things First Thanks for working with ookkeeaappl I have worked very hard and spent a lot of time and money to make sure that ookkeeaapp is the best program for your needs I have had it checked and tested by tax professionals and should there be any problems that arise I am here to help But and there is always a but I am not responsible for your accounting VAT declaration taxable income or tax declaration If your dog eats your declaration or your cat accidentally types in a few extra zeros I can help you find a better excuse But I can t be held responsible for your trouble with the tax office You should also clarify and agree with your tax professional how to do your bookkeeping how to enter items which accounts to use and in which format he or she needs the files You should only use ookkeeaapp if you agree Michael MOApp What ookkeeaapp is and what ookkeeaapp is not ookkeeaapp is a powerful yet easy to use and to understand application for freelancers small companies and agencies that are tired of having to use cluttered cumbersome and ugly apps that are usually crappy ports of even crappier Windows software programs Even though the GUI is currently in English ookkeeaapp will work for every language All you need to do is to quickly provide a handf
11. RATION Like with all things in ookkeeaapp one click is all you need to see all your numbers for your next VAT declaration How to prepare VAT declarations Click Toolbar gt VAT Declaration Use Menu gt File gt Prepare Track VAT Declarations All orange numbers are those required for the VAT declaration Those numbers are dependent on your occupation and of course on every individual tab It may very well be that you only need three numbers tax free taxable and deduction Should your country your tax laws require more numbers than ookkeeaapp provides with its VAT declaration feature you can always create your own reports with the custom reports feature ookkeeaapp PRO only EXPORTING AND PRINTING You can print or export your tabs at any time How to print a tab If you can see the assistant just click Print Tab If you can t see the VAT declaration window use Menu gt File gt Print If you can see the the VAT declaration window just click on Print How to export a tab Open VAT declaration window Choose the format Click Export ANNUAL REPORTS ookkeeaapp MINI ookkeeaapp PRO Ware El Annual Reports Turnover Simple list of all turnovers A quick summary of your financial balance Overview List of all expenses and proceeds sorted by tab Needed for audits and business assessments list of all entrees in current year Taxes List of all VAT sales tax amounts declarations
12. VOSL Mobile Bill Audi Leasing Server Hosting Domains Kind Expense Income Account Tax Allowable Expenses Category Expenses Car Amount 523 87 VAT M Liable to VAT sales tax Le Standard VAT Reduced VAT Third VAT Exempt from Outside the scope How to create an entry from a template Create a new entry see above In the entry window click Template Choose the desired template 28 ATTACHMENTS 23 lan 2014 08 08 17 Modified 2 2014 08 08 17 better wory 3 Jan 2014 08 08 105 3 KB gi Portable Document Format POF the Auftrag 203753 1390460911 i a pyi og p m inventory M Depreciations Because we always get lots of invoices as PDFs or as emails you can attach these files to entries in ookkeeaapp very easily If you use the Happify Tax Professional function all those attached files will be automatically copied into a single folder How to attach a file to an entry create a new entry as usual see above In the entry window move the cursor over the Advanced Options Click on the Attach button Or just move the file from the Finder onto the Attachment Area 29 How to directly scan files into ookkeeaapp Create a new entry as usual see above In the entry window move the cursor over the Advanced Options Click the Scan button Select how and what should be scanned Enter the desired receipt title And no I cannot support ten year old scanners I
13. aapp PRO Please keep in mind ookkeeaapp can only manage linear depreciations automatically Non linear depreciations can be managed with a claculator and balancing items created by hand though The depreciation function in ookkeeaapp is just something to make things easier But then you have to know what you are doing If you think that you are an expert only because you once read a book about it then you re like everyone 40 else that once read a book and now pretends that he s a professional photographer web designer or social media expert How to create a depreciation entry Create an entry as usual see above In the entry window click Depreciation Select the desired period Select the desired effective date Click OK ookkeeaapp will automatically create a balancing item entry so that the VAT tax amount will be used 100 and the expense amount will be used proportionately in your reports and VAT declarations In order to make use of the depreciation function you need to make use of accounts as well ookkeeaapp will automatically create a dummy account for those balancing items It s ZZ 99999 If this account is missing the depreciation function won t work In case you edit the chart of accounts please always keep this in mind Of course in the next years you have to remember to add those proportional entries to your tabs Like everything else in ookKeeaapp you can do that with a simple click How t
14. and payments Shows inout VAT deductions your payments and is the basis of the tax Geclarabons requwes entered VAT sales tax declarations No reglacement for a formal tax declaration Taxable Income List of all expenses and proceeds sorted by account the basis for handmade tax declarations and Geterminations of taxable ps atome requires the use of a chart of accounts 4 ll a No replacement for a formal determination of taxable income Preview Print Excel File PATIENCE Creating reports is a lot of work for your Mac Especially when there is lots of data to compute Even though it may look like nothing is happening or worse everything is fine CHOOSING THE TYPE How to open the annual reports window Click Toolbar gt Annual Reports Use Menu gt View gt Annual Reports How to choose the desired type Just click on the desired report icon VIEWING AND PRINTING How to print an annual report In the annual reports window Click on Print How to export an annual report Open the annual reports window Choose the format Click on Export BASICS Just as each of us approaches and deals with bookkeeping differently every tax professional has a different process and uses different programs With ookkeeaapp you can print and export all of your tabs and reports so that it is guaranteed that you have something your tax professional can start with It makes sense to check with him or
15. ant to happify your tax professional so that he or she can do your next tax declaration and taxable income If you do this by yourself you will be happy to hear that it is also just one click and ookkeeaapp will create all relevant reports And should your country laws require additional reports with ookkeeaapp PRO this is also a piece of cake With ookkeeaapp PRO you can also keep a ledger without the need to type everything twice With just one click do you start to see the pattern here already entered items are copied into the ledger This works as well for the optional inventory list I m pretty sure that by now you will already know what to do if you want to add your new MacBook Pro to your optional list of depreciations Yes you re right It is just one click I know it s starting to get boring Adding those depreciations to the following years within the correct tab is once again just one click Please note that ookkeeaapp can only automatically calculate linear depreciations But since the main goal of ookkeeaapp is to be as flexible as possible with the use of a calculator some creativity and a balancing item almost everything is possible with okkeeaapp So non linear depreciations as well But then you may need an additional click step You will find some examples like manual depreciations what to do in the EU when it comes to Reverse Charge etc in the ookkeeaapp manual With oo
16. ar is the basis for all of your Tabs Since you can choose the time periods time frames for you bookkeeping and VAT declarations yourself a year can start and end whenever you want How to create a new year Click Toolbar gt New Year Use Menu gt File gt Year gt New Year For every year you can attach as many documents as you would like These documents will automatically be copied into the specified folder The attachment feature is available once you ve successfully created you very first entry 11 2 Create Tab f Create And Edit Tab 1 Time pi l january 0 9 v Always show help The complete verbose and pictured helo manual is available inthe Book 1 Select the time period The time period usually matches the VAT declaration timeframe Tabs are the basis of every VAT declaration You can easily prepare and keep track of your declarations with VAT Declaration Tabs completed declarations and payments are also the basis of the Arfwa Reports Tabs are the basis for your VAT declaration and your annual reports It is best if the tabs match the VAT declaration period provided that you are subject to VAT taxation How to create a new tab Click Toolbar gt New Tab Use Menu gt File gt Invoice gt New Tab For every tab you can attach as many documents as you would like These documents will automatically be copied into the specified folder The attachment feature is available once you ve su
17. can always export your accounts as a compatible CSV file via the File Menu and give it to your tax professional Accounts are separated by their number and their title When entering an entry and you already know the number of the account just type it in Or you can search for the title and ookkeeaapp will fill out the number If you want to compile your taxable income yourself you MUST be careful about the following The taxable income report depends on a provided chart of accounts and that you have filled out the account for your all of your entries The provided accounts in the entries must be equal to those provided in the preferences This means you should only change your chart of accounts after you ve compiled your reports otherwise you will mess it up Allocated accounts within an entry will be shown in the reports in your optional ledger and when exported TEMPLATES The telephone company the rental company and lots of other people will regularly want some of your hard earned money So that you don t get annoyed with repetitive entries you don t always have to type in all the information again and again and again Rather you can simply create a template from the original entry and all you have to do is change the date and the sum How to create a Template from an existing entry Choose the entry Use Menu gt File gt Create Template from Entry Create And Edit Entry 3 Template FAQ eC 2m Gas
18. ccessfully created you very first entry 12 3 Create Entry Create And Edit Entry FAO 1 Kind P a 2 Account 11 Hardware Tools Machi The complete verbose and pictured j help manual is available in the IBook Category Entry Attachment Miscellaneous Date 23 10 2014 Templates are for recurring entries 3 Number 203753 p g Description 13 Retina MacBook Pro 1 Select entry to be expense or income Comment You can assign individual Categories and Accounts to an entry You Can manage 4 Amount 1 748 00 nt them in the Preterences 5 VAT Wf Liable to VAT sales tax 291 33 3 Usually the number ts the invoice number Receipt is for your numbering of ES 10 5 Exemg your receipts and is optional Entries are numbered automatically on the reports Attachment 4 Always the gross amount without prefix The calculator helper enables you to enter the net amount of your entry or helps you calculate the percentage 5 Taxes will be calculated based on the selected rate Rates can be edited in the Preferences Taxes are based on your nd business country are optional and will be listed separately on the Reports This is the window that you will most frequently see in ookKeeaapp How to create a new entry Click Toolbar gt New Entry Use Menu gt File gt New Entry For every entry you can attach a document This document will automatically be copied into the specified folder About Entries
19. e printed or exported as Excel files You can also change the date and title of your report in the Settings Popover PREFERENCES ookkeeaapp MINI ookkeeaapp PRO eae Preferences General He 2O 8 5 Clients Data Categories Accounts Templates Printout unshortened List Printout bordered Overview List Printout with currency Overview Remember last settings for new entries Entries are always liable to VAT sales tax Always use default tax rate have patience don t show annoying hint got it don t show the assistant at startup need to be able to track open positions KNOW what I m doing and understand that open positions can be used to display them SEPARATELY in the reports and that in this case ALWAYS should use the EXCEL format for export also understand that they will STILL be used for VAT declarations and in case mess things up and the tax office complains it is NOT Michael s fault M1 need to be able to delete entries in the ledger Again KNOW what I m doing and also understand that might HAVE TO delete the associated entry in the correct tab BY HAND And yes the moment mess up things it is NOT Michael s fault The general tax and user Preferences are identical in all versions In the Pro Version it is also possible to have more users to enable the Dropbox NAS support to setup the backup feature and to enter the required information for an optional DATEV export How
20. f OS X can t handle them I surely can t either 30 LEDGER Transaction me 2014 gt Decrease increase Hal 1 R3 0 nr Paper Entries are not alterable once entered Cancel OK Ledger M Inventory ly Depreciations a gt OK The most important thing with ledgers is the question if you definitely have to use one It is unbelievable how many people use one when they don t have to Again I would bet that 90 of all who try to do the strangest things with the ledger in ookkeeaapp actually I can t know that about ookkeeaapp yet I m talking about the German version named Umsatz here which is on the market for almost five years now don t need to Save yourself some time and check to find out if you really need this before you actually use it 31 The ledger is also not meant for your club records or your bank account Should you find that you really and truly need to use the ledger then you will be happy to know that you won t have double the work in ookkeeaapp Just create an Entry as usual as described on previous pages and with just one click how else you can copy it into the ledger And yes entries from the Ledger cannot simply be deleted at least they shouldn t since the ledger can t have gaps When creating a new year you can easily carry over the money from the previous year and you can also easily deposit cash at any time How to create a ledger year Use Menu gt
21. ferent users at the same time Chances are this will cause problems That s why you should enable the Time Machine and create your own backups Don t expect any pity from me if you destroy your data and haven t made backups Sorry that I have to put it this rudely but there are still so many hopeless cases 44 How to provide a custom database location Open the Preferences Select the Data tab Check Please let me choose a custom database path Choose the path to that location AUTOMATED BACKUPS ookkeeaapp can automatically create backups for all users and for all of the attached data for up to twelve different ZIP files In case of an emergency which you will hopefully never experience all your important data can be restored easily That s why I can only recommend and by that I mean JUST DO IT enableing the Time Machine or creating your own additional backups Here s another quick and important reminder A backup always has to be created on a second drive not on the same one as the original data Of course the more users there are and the more data that is attached the longer it will take Hopefully you will never need the backup files but they will be there just in case and will make it easy for you to restore your data How to restore your ookkeeaapp data from a back up Select a backup zip probably the latest Unzip it Replce the complete ookkeeaapp data folder Therefore I will say it again B
22. her first to clarify what and how he needs you to organize things And also if he doesn t use the same charts of accounts and categories he can work more efficiently with your well organized entries When you export a tab or report for your tax professional he always needs an open format CSV Data can be immediately opened and used by every tax professional Some tax professionals are really happy when they get an Excel DATEV or XML Data ookkeeaapp PRO only file If you also send or print a PDF your tax professional always has something he can check if he has questions CUSTOM REPORTS ry Reports 01 06 2014 30 06 2014 r MA Tax Allowable Expenses MA E xpenses IT o Preview m Export Print He who wants to or better yet has to can create customized reports at any time Those reports can contain all entries from all years Those entries can be filtered according to time period accounts categories and comments This way just as an example filtering all entries needed for EC Sales List is a piece of cake Those with too much spare time on their hands can look up how much they ve spent in the Apple Store or for their office furniture How to create your own reports Click Toolbar gt Reports Use Menu gt View gt Reports Choose the correct time period 23 Choose the desired account optional Choose the desired category optional Filter by comment optional If needed your reports can b
23. items will be used for VAT declarations You and you alone are responsible for your numbers How to mark an entry as open Open the Preferences you only have to do this once Mark I need to be able to track open positions Click Toolbar gt New Entry Or Click Menu gt File gt New Entry Fill out the Entry as always Check Open position VAT DECLARATION Prepare Track VAT Declarations june 666 31 5 112 80 1 022 56 0 00 0 00 0 00 0 00 0 00 1 336 89 Balance 316 33 M Declaration created submitted e 23 01 2014 1 022 56 1 338 89 Balance 316 33 Enter Prewew Print Excel File Export r REQUIREMENTS First of all if you are a small business or for whatever other reason you don t have to pay VAT tax you can completely skip this chapter and move directly to the Annual Reports In order to show all of the required numbers for the VAT declaration with one click you have to have already completed the following points Under Preferences you must have at least entered a valid tax rate in Germany that is currently 19 17 If you have other tax rates that you are required to include you must also enter these in Preferences While creating entries you always have to enter whether or not VAT tax is applicable and at what rate Based on your occupation it can be that some of your entries are exempt from or outside the scope of VAT tax PREPA
24. kkeeapp you can track open positions a fiscal year can start whenever you want and ookkeeaapp can handle up to three different tax rates Since bookkeeping sucks often big time ookkeeaapp was created with one important goal in mind To make it as simple and self explanatory as possible That s why the help is ALWAYS there where and when you need it Which means you will always find it directly next to the current task Everyone can do his or her bookkeeping with ookkeeaapp without having to read 17 dull books first Of course ookkeeaapp and no other app for that matter can t handle every Single exception your cumbersome tax laws may feature or require But again with some creativity the custom reports comments and often by using a balancing item almost all of your needs should be covered And most importantly I won t abandon you with okkeeaapp I m here to help ookkeeaapp Help Website 2 ookkeeaapp Manual 66660606 SETUP BASICS VAT DECLARATION ANNUAL REPORTS CUSTOM REPORTS PREFERENCES LEDGER ATTACHMENTS EXPORTING AND IMPORTING DATA IMPORTING CSV FILES FROM NUMBERS AND EXCEL IMPORTING FROM BILL IMPORTING FROM GRANDTOTAL 3 DEPRECIATIONS INVENTORY DROPBOX NAS AUTOMATED BACKUPS MULTIPLE CLIENTS TIPPS AND TRICKS SETUP 99 ookkeeaape PRO 2014 What would you like to do First Steps
25. n t know what article belongs to which account Variant 1 is that you create your own accounts It is always easier for a tax professional to have some form of organization rather than total confusion Variation 2 is that you can arrange and rearrange earnings and expenses respectively within your accounts and name them as you would like Dear Tax Professional in this account you will find everything that I don t know How to classify Loading Standard Sets is recommended Of course you may have to translate them into your language You can always adjust the set as you see fit and you can also reload sets at a later time Step 5 The translations are needed for print outs and exports This way you can use ookkeeaapp in your own language even though the GUI is in English English is the default language IMPORTANT YOU REALLY SHOULD DO THIS FIRST OTHERWISE THE ENGLISH WORDS TRANSLATIONS WILL BE USED IN YOUR DECLARATIONS AND REPORTS Additional Help and Explanations 10 BASICS 1 Create Year PA Create And Edit Year L fea 2014 gt v Always show help The complete verbose and pictured help manual is available in the IBook 1 Select the year Years are the starting point for all tabs and reports With just one click on Annual Reports you can create and see all your required reports for your tax professional and export and print them With just one click you can happify your Tax Professiona A ye
26. o copy a depreciation entry into a tab Open the depreciations window Click Copy Entry Into Tab 41 INVENTORY ookkeeaapp PRO only M item Description 13 Retina MacBook Pro Date 02 06 2014 gt Amour gross 1 748 00 Amount net 1 456 67 Comment Amount 174800 E Open position VAT v Liable to VAT sales tax 291 33 20 Percent 20 10 5 Exempt from Outside the scope There s not much to say about inventory lists In case of an audit or a business assessment it comes in quite handy How to add a new item to the inventory Create an entry as usual see above In the entry window click Iventory Click OK 42 HAPPIFY TAX PROFESSIONAL ookkeeaapp PRO only Success ookkeeaapp has created a folder named ookkeeaapp Annual Reports on your Desktop containing all relevant files to happify your tax professional Reveal Send As Mail Attachment OK Hint Apple requires Mac App Store apps to be sandboxed That s why this function is only available in the PRO version of ookeeaapp By using this function you avoid having to generate every needed report on your own ookkeeaapp will do that for you with just one click How to compile all of your reports at once When you can see the Assistant sheet just click on Happify Tax Professional Use Menu gt File gt Happify Tax Professional If you are using a new and fast Mac you won t need as much
27. ore you write mean emails check this first It s true that I sometimes make mistakes and there are endless possibilities of how I could be the dork in the equation But until now that has never been the case So please double check because it is a lot faster to do that than to wait for an answer from me Also please be understanding of the fact that I cannot give you a crash course in how to use Excel or Numbers correctly Of course I will always help you with any problems that you have I also make at least 200 mistakes a day sometimes 200 in an hour But I always check first to see if it was my mistake IMPORTING FROM BILL ookkeeaapp MINI ookkeeaapp PRO New Invoice New Quote Delete Invoice Import Invoice Email Invoice Export Invoice Export Invoice As PDF Send Invoices To Umsatz 2014 36 N QEN 36 x D O36E XE Send Invoices To ookkeeaapp 2014 Pool Pasmalss ls 2 F f d 2 F ba F 2 A LA LS Send Notification Bill Database Close Re open Window Intermediate Save Page Setup Print 36 W 0 36S P 36 P One has to earn all the money first in order to enter it into ookkeeaapp Usually one has to write invoices for that If you want to use a simple easy to use and sophisticated App like ookkeeaapp for your invoicing use Bill gt Bill Website gt Download Demo Li gt Bill on the Mac App Store 37 The import
28. ports function in ookkeeaapp PRO or by using the search in ookkeeaapp MINI you will have your list ready to submit with just two or three clicks Another example are entertainment expenses By creating an additional balancing item in Germany it is currently 70 that are deductible so you would create a balancing item of 30 of your restaurant bill the complete VAT amount can be used for the next VAT declaration but only that 70 percent will be used for the taxable income You could use the same method for non linear depreciations or any other item you may need to use 100 in the VAT declaration but only proportionally for the determination of your taxable income By creating your own categories and maybe in combination with the comment field you can easily filter all relevant numbers for any possible report you may 48 have to submit or just need for yourself that ookkeeaapp doesn t offer right out of the box Since ookkeeaapp by design doesn t care about entry dates within a tab you can use items invoices for a VAT declaration or the taxable income that are not yet paid from a different month or even year All those things are completely up to you But of course you need to know what you are doing and it is your responsibility and your s alone ookkeeaapp can t know what you are trying to accomplish and therefore can t check it for you ookkeeaapp s German sister has been very successfully on the market for over
29. se use the open CSV XML and Text files For all those files there are unfortunately no standards ookkeeaapp exports the data in a Windows compatible format 33 That doesn t mean however that it won t possibly have to be edited Just like you do your bookkeeping differently than the rest of the world every tax professional works differently and all programs are not 100 compatible If there are no standards there will always be problems To keep the friction to a minimum speak with your tax professional beforehand so that you know what he would like and what fits with his data and so that if possible and or necessary you can find the needed information quickly when you need it You also don t need to buy Excel Apple s Numbers or any other half as good Text Editor no not necessarily TextEdit like mine SimpleEdit will do the trick One word about encoding and umlauts and Microsoft As the case may be Excel versions can destroy all umlauts or maybe they won t Sometimes they will destroy only a part Microsoft spontaneously mixes up to three different encodings in a row without telling you why and when If you use Quick Look in the Finder you will see that ookkeeaapp exported the CSV file just fine Usually Apple s numbers will get it right When possible just change the encoding or use some other program 34 IMPORTING CSV FILES FROM NUMBERS AND EXCEL ookkeeaapp PRO only 00 ookkeeaapp PRO 2
30. t twice as well the tax rates are the same and formatted accordingly momert the SV Te amp formatied correctly R wil work CSV Example File If you want to import data either from another program your online bank or from Excel please use the CSV import How to import CSV files Use Menu gt File gt Import Entries from CSV File Hint You will find all the information you need to know including examples in the CSV import window Because it is so important here is a little reminder There are no standards for CSV files whatsoever Every program every online bank even different versions of Excel export differently Multiply that by the different possible columns formattings and the other never ending possibilities and infinite doesn t even begin to describe it 35 Because of this you have to be very careful when importing these CSV files and you almost always have to edit them first And no there is no way to get around it As much as I would love to offer this option to you it s simply not possible Once you ve done it one time and you understand the system it will be much easier and faster Just open Excel or Numbers delete the unnecessary columns adjust the formatting if required order the columns as required and you re done These two minutes will save you lots of arduous typing for every entry And yes once you have correctly formatted the file you want to import it will work period Bef
31. tally understandable since we are talking about the probably even stupider bookkeeping with deadlines here But in that case I won t be able to help you directly because I don t know what s going on I would have to ask you first what the problem is And then you would have to wait again for my answer I just tried to export my annual reports as Excel files but nothing is happening Please help In that case it will be hopefully much easier for me to help you get the reports to your tax office on time It is also always a good idea to directly include screen shots test data like a test tab with test entries exported via File menu 51 This way it will be much easier for me to reproduce the problem bug On your Mac inside your Application folder you will find a folder named Utilities Within that folder you can find the Console app If you open it click on the search field and filter all the gibberish for ookkeeaapp and send that logs to me in case of problems it usually helps a lot as well Please ensure that you can receive emails from this domain myownapp com MOApp Website MOApp Contact Form MOApp Support Website 52
32. ul of words like Taxable Income or VAT Declaration in your own language and you will be able to directly export and printout all your declarations and reports in your own language ookkeeaapp is not designed for freelancers that have to do double entry accounting ookkeeaapp is not designed to represent bank accounts or to distinguish between private and business transactions In ookkeeaapp EVERYTHING is business ookkeeaapp is not designed for countries tax systems that apply two different taxes on one single item entry So should you live in Quebec or in some US states with additional state tax sorry but ookkeeaapp is not for you ookkeeaapp is mainly for countries with only one VAT sales tax per item like most countries in the EU or Switzerland for example With ookkeeaapp you enter single items choose if they have to be used for the next VAT sales declaration and if so which tax rate applies Those items entries can be sorted by an optional chart of accounts and their own categories Single items entries belong to a tab A tab usually represents the time frame you need to use for your VAT sales tax declaration With ookkeeapp all you have to do in order to create submit your next VAT declaration is to click a single button Yes that s right Just a single button and you will see all relevant numbers for your next VAT declaration An guess what That s also all it takes if you w
33. ways easier for a tax professional to have some form of organization rather than total confusion 14 Variation 2 is that you can arrange and rearrange earnings and expenses respectively within your accounts and name them as you would like Dear Tax Advisor in this account you will find everything that I don t know How to classify Loading Standard Sets is recommended You can always adjust the Set as you see fit and you can also reload Sets at a later time The number field is usually reserved for the invoice number The receipt field is usually reserved for your own system of organization of receipts If you are required to pay VAT tax you have to include the tax amount for almost every entry Accordingly it can also be that an entry is outside the scope of or exempt from VAT tax ookkeeaapp will automatically calculate the tax amount based on the tax rates you have provided in the Preferences On VAT declarations and annual reports those taxes will be calculated and listed separately The comment field is only for internal use and like all the other points is also searchable Making use of them helps creating own custom reports ookkeeaapp PRO only Managing Open Positions If needed you can manage open entries open positions with ookkeeaapp Those open positions will be listed separately for VAT declarations in the annual reports in your own customized reports and in Excel exports Of course those open
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