User Manual - SMEasy
Contents
1. Click on the Add New link at top right of screen Type in as many details as you have for that company The Organisation Name and Trading As fields are required fields Please Note e It is important to select the correct relationship that you have with the Organisation Customer Supplier as this will impact other dashboard functions e SMEasy will allow you to change an organisation from being a supplier to a customer or vice versa as long as there are no transactions linked to that Organisation e g quotes invoices credit notes e The information that you enter in these fields will be pulled through to invoices and quotes so it is important to fill these details in correctly To add a new organisation in contacts Once all the information has been entered click on the SAVE button Click on the Contacts dashboard To view existing organisations in contacts Click on the CUSTOMERS SUPPLIERS button To edit an existing organisation To add a contact to an organisation To add a project to an organisation To view an invoice for an organisation customers only Click on the Organisation that you want to view View details of the organisation View details of contacts connected with this company by clicking on the Contacts Tab View details of projects connected with this company by clicking on the Projects Tab View details of invoices connected with this company by clicking on the Invoices Tab customers only Select the e2. a credit note T rch and view an cod into the search field existing credit note Or Use the alphabet search option by clicking on the letter A B C etc that corresponds with the first letter of the organisation Search for the credit note see above that you want to PDF Click on the PDF icon on the far right column of the display table Your credit note in DF pri i i TO EDE print or savea credit PDF format will open in a new pop up box note You can now print or save the credit note by clicking on the appropriate icon on the screen Supplier Invoices Creditors Click on the Finance dashboard Click on the Add New button at the top right of the screen Select the supplier from the select supplier drop down menu Fill in the rest of the details Please note that the invoice number invoice date reference and pay by date fields are all compulsory To add a supplier invoice Insert an item by clicking on the ACCOUNT ITEM button Select a category then enter a description and an amount Once your information is entered click on the OK button 25 To search and view an existing invoice To delete an invoice Follow the same steps to insert an INTEREST ITEM and or DISCOUNT ITEM Click the SAVE button when the invoice is complete Click on the Finance dashboard Click on the INVOICING button and then on the SUPPLIER INVOICE button Select a FROM date and a TO date using the CALENDAR icons or enter an invoice nu
3. and save in your documents folder on your computer Click on the Settings link on the top of the screen Click on the IMPORT CONTACTS button To import contacts from a saved CSV file Click on the IMPORT CSV FILE button Click on the BROWSE button Locate the file in your documents folder Confirm that the first line of the document is a header by ticking the box Click on the NEXT button Match up your document s fields to SMEasy s fields by clicking on the drop down menu To check these field details highlight Preview When all the fields have been matched click the SAVE button You will be directed to the Settings dashboard Click on the IMPORTED TO BE ASSIGNED button and follow the steps outlined below Imported To Be Assigned Click on the Settings dashboard Click on the IMPORTED CONTACTS button Click on the IMPORTED TO BE ASSIGNED button To import contact files Click on the name of the document you want to import contacts from Go through each imported contact displayed Check the details and choose between either an organisation customer supplier or other or individual contact Click the SAVE button Repeat until all contacts have been saved BusinessName G SMEasy Settings Support Logged in as demo of demo Logout w communication staff finance reports accountant 6S 4 Back CUSTOMERS SUPPLIERS SALES LEADS Organisations fl contacts Click on the Contacts dashboard Click on the CUSTOMERS SUPPLIERS button
4. button If you no longer want to convert it click the No button If you click the Yes button an invoice will be created Check that all the details are correct and amend the date if necessary Click on the Save button Your invoice will now appear in your list of invoices To finalise the invoice tick the blue finalise box and a pop up message will appear asking if you are sure you want to finalise the invoice If you are sure click the Yes button If you no longer wish to finalise click the No button Your finalised invoice will now have an automatically generated Invoice number Search for the quote See above that you wish to PDF or save Click on the PDF icon on the far right of the display table Your quote in PDF format will open in a new window It can now be printed or saved by clicking on the appropriate icon in the toolbar Search for the quote See above you want to delete Click on the white cross on the far right of the display table A message will pop up asking you to confirm your decision to delete If you are certain you can click the Yes button If you no longer wish to delete click the No button 20 Click on the Finance dashboard Click on the QUOTES button and then on the PRICE LIST button To add a product to a price list Click on the ADD NEW button at the top right of the screen Type in the details of the product you want to add Click the SAVE button Click on the Finance dashboard Click on the QUOTES butto
5. if available a project if available The Attention field will automatically populate with the first contact linked to this customer If this isn t the correct contact you can change it by using the drop down menu Add a new quote Insert a SALES ITEMS by clicking on the Sales Item arrow on the right side of the screen Select a quantity and an item type When complete click the OK button Repeat this process for additional sale items Click the SAVE button when your quote is complete Click on the Finance dashboard Search and ne an existing Click on the QUOTES button and then the QUOTES button again quote Select a From Date and To Date using the Calendar icons and click Refresh or enter a quote number or company in the search field 19 To edit an existing quote To convert a quote to an Invoice To PDF print or save a quote To delete a quote Or Use the alphabet search option by clicking on the letter A B C etc that corresponds with the first letter of the organisation Click on the quote number to view the specific quote Search for the Quote see above Click on the quote number to view the quote Edit any of the information as required Click on the SAVE button Search for the existing quote See above Click on the Convert Quote to an Invoice icon in the far right column first icon A pop up message will appear asking you to confirm whether you want to convert the quote If you are sure click the Yes
6. wish to delete Use the white cross on the far right of the display table to delete the sales lead A message will automatically pop up asking you to confirm your decision to delete that specific name If you are certain you can click the Yes button If you no longer wish to delete the sales lead click the No button 13 Communication G5 SMEa Sy Settings Support Logged in as demo of demo Logout G5 SMEasy contacts communication staff finance reports accountant 6S lt 4 Back SOCIAL MEDIA SMS Social Media Click on the Communication dashboard Click on the SOCIAL MEDIA button To manage your P You will be directed to the SocialEasy website www SocialEasy co za that will allow you to media manage your company s social media Facebook Twitter and LinkedIn from one application For first time users you will need to register with SocialEasy Click on the REGISTER button to complete the registration process Click on the Communication dashboard Click on the SMS button If you have not yet opened an account with Vodacom complete the form displayed on the screen To purchase Bay credits to send Click on the Purchase Credits box Moe Complete the credits form with the relevant details click on the check box next to the YES Click on the PURCHASE NOW button Your available credits will update if your transaction has been successful Click on the Communication dashboard 14 To send an SMS to a contact To view a receive
7. E3 SMEasy Business Management amp Accounting Made Easy User Manual Version 3 0 0 December 2015 Copyright Notice This training manual is copyrighted and all rights are reserved by SMEasy No part of this publication may be reproduced transmitted transcribed stored or translated into any language or computer language in any form or by any means electronic manual or otherwise without the prior written permission of SMEasy WSIS TG SY SE Gitar zuo cct con drevebdi tr A desee d eve idu 4 SOLE GS uei Mene E dei ere nner Nr tet ut MUR d aren eG de ee ene SI RUD tabs 7 COAL ACL c endnote 10 Re eIeribnlfe idroj Mete 14 Sr D m 16 PUVA e Cia los tala yada ney ein EA EAT 19 RODORES fine Eee ME 29 Accountant nr 32 Please Login Company Login Name Username Password Secured by thawte click to verify Logging into the system for Open up your internet browser and type in the first time Click on the button which is in the top right hand corner of the screen The system is divided into sections that we call dashboards There are six dashboards CONTACTS COMMUNICATION REPORTS FINANCE STAFF ACCOUNTANT Navigating around the system 4 Back Back Button At any place in the system you can use the back button clicking this button will direct you to the previous screen on which you were working This button will always be l
8. Ine MERORIS dashboard supplier age analysis Click on the WHO YOU OWE SUPPLIERS button report Click on the SUPPLIER AGE ANALYSIS tab 30 Select the date for the age analysis from the calendar icon Click on the PDF button You can now print or PDF the report by clicking on the relevant icon from the toolbar Cash Flow Report Click on the Reports dashboard Click on the CASH FLOW MANAGEMENT button The first three months will be ACTUAL figures which are in blue according to the transactions you have entered into the system for those three months the current month will be in column three and the figures for the following six months will be estimated figures based on the average of the first three months These figures will To view or print the cash be in black flow report It will show cash flow figures as at the current date By ticking on the SHOW ALL CATEGORES box which in the top left hand corner the system will show all the categories the cash flow can provide even those without any transactions To print click on the PDF icon on the top right hand side of the screen You can then print or PDF the report by clicking on the relevant icon from the toolbar VAT Report Click on the Reports dashboard Click on the VAT button To view or print the VAT een Select the From date and To date using the CALENDAR icons and click the Refresh button The system will automatically calculate the VAT OUTPUT VAT INPUT and it wi
9. Name of the payslip that you want to PDF To PDF print and save a x Click on the PDF button The payslip will appear in PDF format payslip You can now print or save the schedule in PDF format by clicking the appropriate icon on the tool bar To save click on the SAVE icon on the toolbar Salary Schedules Click on the Staff dashboard Click on the SALARY SCHEDULES button To view a company salary schedule To view the salary schedule for all staff members for a particular time period select the From and To dates using the calendar icons Click on the PDF button Click on the Staff dashboard Click on the SALARY SCHEDULES button Click on the Individual Salary Schedule tab at the top of the screen To view a salary schedule Select the correct staff member by clicking in the Staff Member Drop Down menu for one staff member and finding their name Select the year that you wish to view from the Tax Year drop down menu Click on the PDF button 18 O SMEa Sy Settings Support Logged in as demo of demo Logout D Busi nessName contacts communication finance reports accountant 6S lt 4 Back QUOTES BUSINESS CASH OWNER S MONEY Loan Account INVOICING BANK ACCOUNTS BUSINESS LOANS Click on the Finance dashboard Click on the QUOTES button and then the QUOTES button again Click on Add New button at the top right of the screen Select the Customer from the Select Customer drop down menu add a date order number
10. able Edit the details on Staff and or Package Details tabs Click on the SAVE button Select the staff member see above that you wish to delete Use the white cross in the far right column of the display table to delete the staff To delete a staff member member Please note that you are unable to delete a staff member if payslips have been created A pop up box will appear and ask if you are sure that you wish to delete the staff member If you wish to do so click on the Yes button If you no longer wish to do so click the No button Payslips Click on the Staff dashboard Click on the PAYSLIPS button Click on the Add New link at top right of the screen To create a new payslip Select the correct staff member by clicking on the Staff Member drop down menu and finding their name Select the pay period dates from and to using the calendar options Edit other fields where necessary Click on the SAVE button Click on the Staff dashboard Click on the PAYSLIPS button In the Search field type in the staff member s full name or the first few letters of their name and or enter a From and To Date Range using the calendar options To search and view a payslip Or Use the Alphabet Search option by clicking on the letter A B C etc that corresponds with the first letter of the staff member s name Click on the Full Name of the staff member whose payslip you wish to view 17 Search for the payslip see above Click on the Full
11. anged Click the SAVE button System User Access Click on the Settings link on the top of the screen Click on the SYSTEM USER ACCESS button To add a user Click on ADD NEW Enter user details Click the SAVE button Click on the Settings link on the top of the screen Click on the SYSTEM USER ACCESS button To set up user permissions Click on the name of the user you wish to set up Click on the System User Permissions tab To allow access to any dashboard or part of a dashboard tick the relevant box Click on the SAVE button at the bottom of the screen Click on the Settings link on the top of the screen Click on the SYSTEM USER ACCESS button To amend a user s permissions Click on the name of the user you wish to amend Amend the relevant details Click on the SAVE button Click on the Settings link on the top of the screen Click on the SYSTEM USER ACCESS button Locate the user you wish to delete To delete a user Click on the white cross on the far right column of the display table A message will automatically pop up asking you to confirm your decision to delete If you are certain you can click the Yes button If you no longer want to delete the user click the No button Import Contacts Click on the Settings link on the top of the screen To download example Click on the IMPORT CONTACTS button template Click on the IMPORT CSV FILE button Click on the DOWNLOAD EXAMPLE TEMPLATE button Allocate a name for the file
12. ation for which you are searching Select the organisation see above that you wish to delete Use the white cross on the far right column of the display table to delete the organisation A message will automatically pop up asking for confirmation of your decision If you are certain click the Yes button If you do not want to delete then click the No button You can only delete an organisation that is not yet linked to an invoice or quote Sales Leads To add a new sales lead To view an existing sales lead in contacts Click on the Contacts dashboard Click on the SALES LEADS button Click on the Add New link at top right of screen Type in as many details as you have for the lead The first and last name fields are compulsory Click on the SAVE button Click on the Contacts dashboard Click on the SALES LEADS button Type in the name or the first few letters of their name in the Search field Or Use the alphabet search option by clicking on the Letter A or B or C etc that corresponds with the first letter of the name Click on the Full Name first column of display table of the sales lead that you want to view View details of that sales lead 12 To edit an existing sales lead To delete a sales lead View the existing sales lead that you want to edit see above Edit any of the information by retyping the specific field s that you want to edit Click on the SAVE button Select the individual see above that you
13. d SMS Click on the SMS button Select your contact from the drop down menu and their mobile number will automatically populate OR Type in the mobile number to which you want to send the SMS Type in your message in the text box under the number you have 160 character spaces Click the SEND button Click on the Communication dashboard Click on the SMS button Click on the Received SMS Messages Tab Click on the SMS message that you want to view 15 G5 SMEasy Settings Support Logged in as demo of demo Logout a p BusinessName STAFF DETAILS PAYSLIPS SALARY SCHEDULES Staff Details Click on the Staff dashboard Click on the STAFF DETAILS button Click on Add New link at top right of screen Complete as many details as you have for that staff member The first and last name fields are compulsory To add a new staff member Click on the SAVE button Then click on the Package Details Tab Complete all the details for the salary package that you have for the staff member Click on the SAVE button Click on the STAFF DETAILS button In the Search field type in the staff member s full name or the first few letters of To edit a staff member s their name details Or 16 Use the alphabet search option by clicking on the letter A B C etc that corresponds with the first letter of the staff member s name Click on the Full Name of the staff member whose details you wish to edit first column of the display t
14. d monthly repayments will be recorded via the bank statement Click on the OK button 27 To print or PDF a business loan Click on the Finance dashboard Click on the BUSINESS LOANS button Select the business loan and month you wish to print from the drop down menus Click on the PDF icon on the top right of the screen Your business loan statement will open in a new pop up box You can now print or save it as a PDF document by selecting the appropriate icon in the toolbar 28 amp S SMEasy Settings Support Logged in as demo of demo Logout es BusinessName contacts communication finance reports accountant 6 EE lt 4 Back WHO OWES YOU WHO YOU OWE CASH FLOW Customers Debtors Suppliers Creditors Management g Who Owes You Customer Invoices Due Click on the Reports dashboard Click on the WHO OWES YOU CUSTOMERS button To view PDF or print the customer invoices due Click on the PDF icon on the right of the screen Your report will now open in a report new pop up box You can now print or PDF the report by clicking on the relevant icon from the toolbar Who Owes You Per Customer Click on the Reports dashboard Click on the WHO OWES YOU PER CUSTOMERS button and then on the PER CUSTOMER tab Bear in mind that this report only shows customers with outstanding balances To view PDF or Print the Per Customer report Select the customer from the drop down menu Click on the PDF icon on the right of
15. dit the details Click the OK button Click on the Finance dashboard Click on the OWNER S MONEY LOAN ACCOUNT button To ecordittanssctohs Select the correct owner s money account from the drop down menu made with owner s money Click on the ADD NEW button at the top of the screen Fill in all the details Click on the OK button Click on the Finance dashboard Click on the OWNER S MONEY LOAN ACCOUNT button To print an owner s money Select the owner s money account and the month from the drop down menus report Click on the PDF icon on the top right of the screen A print preview will pop up If you want to print click the print icon on the screen Otherwise click the cross to close the screen Click on the Finance dashboard Click on the OWNER S MONEY LOAN ACCOUNT button Search for the correct owner s money account from the drop down menu and select Delete an entry in owner s the relevant month money Use the white cross on the far right column of the display table to delete the individual entry A message will automatically pop up asking you to confirm your decision to delete the entry If you are certain you can click the Yes button If you no longer wish to delete then click the No button Customer Invoice Debtors Click on the Finance dashboard To add an invoice Click on the INVOICING button and then on the CUSTOMER INVOICE button Click on Add New button at the top right of the screen 23 To search and view an exis
16. h the generated balance sheet You can print or save a copy by clicking on the relevant icon from the toolbar Setup Take On Balances Click on the Accountant dashboard Click on the SETUP TAKE ON BALANCES button Brought forward balances from your previous financial year end will be entered here To setup take on balances You will need to have completed all your details on the previous dashboards to ensure that all accounts are existing in order to setup take on balances It is preferred and recommended that your accountant completes this process as amounts entered and saved cannot be changed Query Ask My Accountant It is recommended that your accountant completes this process To pass an adjusting entry to ask my accountant See above To add an adjustment Custom Ledger Accounts It is recommended that your accountant completes this process Click on the Accountant dashboard Click on the CUSTOM LEDGER ACCOUNTS button To add a custom ledger Click on the ADD NEW button account Complete all the details regarding your custom ledger accounts Click the SAVE button The custom account you created will now appear in the custom ledger account list 34
17. ll reflect if you have to make a payment or if you will be receiving a refund from SARS Click the PDF icon on the top right of the screen 31 amp gt SMEasy Settings Support Logged in as demo of demo Logout 4 p Busi nessName contacts communication finance reports accountant EJ CRM Back GENERAL LEDGER Profit or Loss INCOME STATEMENT BALANCE SHEET SETUP Take On Balances TRIAL BALANCE EXPORT DATA ADJUSTMENTS QUERY Ask My Accountant CUSTOM LEDGER Accounts General Ledger To generate and print a general ledger Click on the Accountant dashboard Click on the GENERAL LEDGER button You can generate a general ledger showing a snapshot of a particular period in your business Select a start date and an end date and click on the PDF button Or You can generate a complete general ledger from the start of your business which will include take on balances Do not enter any dates Click on the PDF button A new pop up box will open with the generated general ledger You can print or save a copy of the ledger by clicking on the relevant icon from the toolbar Trial Balance To generate print and save a trial balance Click on the Accountant dashboard Click on the TRIAL BALANCE button Enter the end date using the calendar icon Click the PDF button A new pop up box will open with the generated trial balance You can print or save a copy by clicking on the relevant icon from the toolbar E
18. mber or company into the search field Or Use the alphabet search option by clicking on the letter A B C etc that corresponds with the first letter of the organisation Click on the invoice number to view the specific invoice Search for the invoice See above Click on the white cross in the far right column of the display table A message will appear asking you to confirm your decision to delete that specific invoice If you are certain you can click the Yes button If you no longer wish to delete then click the No button Should any payments have been made against an invoice the invoice cannot be deleted Bank Accounts To import a new bank statement To allocate transactions on an already imported bank statement Before you are able to import your bank statement you will need to download this statement from your internet banking platform in CSV or OFX format and save it on your computer Click on the Finance dashboard Click on the BANK ACCOUNTS button and then on the IMPORT NEW BANK STATEMENT button Select the bank account from the account name drop down menu Select the statement you want to allocate by clicking on the name Fill in the details of the bank account allocations It is possible to split an entry over two or more allocations To do this click on the box labelled SPLIT Click on the Finance dashboard Click on the BANK STATEMENT button and then click on the ALLOCATE button 26 Select the bank account f
19. n Add New button at the top right of the screen To split a business cash item Follow the steps above Tick the SPLIT ITEM box Enter the details Click on the SAVE button Click on the Finance dashboard Click on the BUSINESS CASH button To print or save the business Select the month you require from the drop down menu cash Click on the PDF icon on the top right of the screen You can now print or save the report by clicking on the appropriate icon on the screen Click on the Finance dashboard Click on the BUSINESS CASH button Search for the entry by using the month filter To delete an entry in Use the white cross on the far right column of the display table to delete the business cash individual entry A message will automatically pop up asking you to confirm your decision to delete the specific entry If you are certain you can click the Yes button If you no longer wish to delete then click the No button Owner s Money Loan Account Click on the Finance dashboard Click on the OWNER S MONEY LOAN ACCOUNT button Add owner s account Click on the green button with the white cross in the middle of the screen Fill in the loan account name Click the OK button Click on the Finance dashboard 22 Click on the OWNER S MONEY LOAN ACCOUNT button To edit an owner s money Select the owner s money account you want to edit from the drop down menu account name Click on the Pencil icon to the right of the drop down menu E
20. n and then on the PRICE LIST button To search for a product on he price li Sai DUNT cU Type in the price list code product name or description in the search field or use the alphabet search option by clicking on the letter A B C etc that corresponds with the first letter of the product Find the existing product See above Click on the product name of the product you want to edit first column of the To edit a product on the display table price list Edit any of the details by retyping the specific fields that you want to change Click the SAVE button Find the existing product see above that you want to delete Use the white cross on the far right column of the display table to delete the product A message will automatically pop up asking you to confirm your decision to delete the product If you are certain you can click the Yes button If you no longer wish to delete then click the No button Click on the Finance dashboard To delete a product on the price list Click on the BUSINESS CASH button Click on the Add New button at the top right of the screen If you are recording an entry of money going into business cash click on the green To add an entry to business MONEY IN button cash Or If you are recording an entry going out of business cash click on the red MONEY OUT button Fill in all the details Click on the SAVE button 21 Click on the Finance dashboard Click on the BUSINESS CASH button Click o
21. ocated on the right side of the screen towards the top What to do if need help The support link is located on the top left hand side of the screen Click on the SUPPORT link and you will be directed to the support screen where you will have access to the following online assistance Help Videos Clicking the HELP VIDEO button will allow you to watch a complete set of training videos illustrating how to go about using your SMEasy system There is a video for each section of your SMEasy system and these sections can be selected from a menu on the left hand side of the screen Email Us Click on the EMAIL US button and you can forward your query to us via email One of our support centre consultants will be in touch to assist you Live Chat Click on the LIVE CHAT button to instantly message one of our support centre consultants Support Centre If you would like to talk to someone phone our support centre on 0861 SMEasy 0861 763 279 Please note the live chat and phone support options are only available during office hours Monday to Friday from 7am to 4 30pm Quick View Viewing Whenever you see writing text in blue with a blue line underneath it it means you can click on it and quickly be taken to view that particular field item Deleting The white cross in the red box means that you are able to delete a field and or item from the screen e g delete a pricelist item or a contact When you click the delete cross a mes
22. on Or Click on the invoice number to view the specific invoice Search for the invoice see above that you wish to PDF or save Click on the PDF icon in the far right column on the left of the display table Your invoice in PDF format will then open in a new window It can now be printed or saved by clicking on the appropriate icon on the screen Please note that you are unable to delete a finalised invoice You can only delete an invoice that has been saved but not finalised Search for the unfinalised invoice see above that you wish to delete Click on the white cross in the far right column of the display table A message will appear asking you to confirm your decision to delete that specific invoice If you are certain you can click the Yes button If you no longer wish to delete then click the No button 24 Credit Note Click on the Finance dashboard Click on the INVOICING button and then on the CREDIT NOTE button Click on Add New button at the top right of the screen To add a credit note Select the invoice you wish to credit from the drop down menu Click on the OK button Insert a credit item by clicking on the white cross in the green box In the pop up box change the quantity or select all click the OK button Repeat this process for additional credit items Click on the Finance dashboard Click on the INVOICING button and then on the CREDIT NOTE button Select a FROM date and a TO date using the CALENDAR icons or enter
23. rom the Account Name drop down menu Select the statement you want to allocate by clicking on the upload name Fill in the details on the bank account allocations It is possible to split an entry over two or more allocations Tick the box labelled Split Click on the SAVE button Click on the Finance dashboard To view saved bank Click on the BANK STATEMENTS SAVED button Choose either View By Month or statements View By Upload and select the bank account from the drop down menu Your saved bank statement will be displayed Business Loans Click on the Finance dashboard Click on the BUSINESS LOANS button To add a new businessloan Click on the green button with the white cross in the middle of the screen Fill in the loan account name Click on the OK button Click on the Finance dashboard Click on the BUSINESS LOANS button To edit a business loan Select the loan account you want to edit from the drop down menu account name Click on the pencil icon to the right of the drop down menu Edit the details Click on the OK button Click on the Finance dashboard Click on the BUSINESS LOANS button Select the correct business loans from the drop down menu and select the relevant month To record transactions made Click on the Add New button at the top right of the screen with the business loan Fill in all the details Interest amounts are the only entries that will be recorded in business loans The business loan amount received an
24. sage will automatically appear asking you to confirm your decision to delete If you are certain you can click the Yes button Should you however no longer wish to delete the item then click the No button Creating a PDF Whenever you see this PDF icon on the screen it means you are able to create a PDF document from the system e g create a PDF version of a payslip Converting a Quote to an Invoice It s possible to convert a quote to an invoice On the quotes page click on the Convert Quote to an Invoice icon Pop up Boxes E Pop up boxes appear in a number of situations in SMEasy These are designed to alert Ms jot ie jou vant to diit the Olla ABC Comp you to the consequences of the function you are about to perform Always read these carefully as once information has been saved it is not always possible to delete or amend this information Closing the System How to logout of the system When you have finished with the SMEasy system always remember to logout You can do so by clicking the LOGOUT button on the top right hand side of your screen ERES ES SMEasy seins suppor Lesgedinas demo ofdemo Logout gg BusinessName contacts communication finance reports accountant lt 4 Back COMPANY PROFILE SYSTEM USER ACCESS IMPORT CONTACTS Company Profile Click on the Settings link on the top of the screen To update your company Click on the COMPANY PROFILE button details Amend any details that may have ch
25. the screen Your report will now open in a new pop up box You can now print or PDF the report by clicking on the relevant icon from the toolbar Customer Age Analysis Click on the Reports dashboard Click on the WHO OWES YOU CUSTOMERS button To view PDF or Print the customer age analysis report Click on the CUSTOMER AGE ANALYSIS tab Select the date for the age analysis from the calendar icon Click on the PDF button You can now print or PDF the report by clicking on the relevant icon from the toolbar Customer Statement Report Click on the Reports dashboard Click on the WHO OWES YOU CUSTOMERS button To view PDF or Printthe Click on the CUSTOMER STATEMENT REPORT tab customer statement report Select the date range for the customer statement using the calendar icons Select the bank account and the customer The Notes box can be used to convey specific information to your Customer Click on the PDF button You can now print or PDF the report by clicking on the relevant icon from the toolbar Who You Owe Suppliers Creditors Click on the Reports dashboard Click on the WHO YOU OWE SUPPLIERS button To view PDF or Print the supplier invoices owed Click on the PDF icon on the right of the screen Your report will now open in a new report pop up box You can now print or PDF the report by clicking on the relevant icon from the toolbar Supplier Age Analysis lick he Report h To view PDF or Print the CRS OD
26. ting invoice To PDF print or save an invoice To delete an unfinalised invoice Select the CUSTOMER from the SELECT CUSTOMER drop down menu add an invoice date order number and project if available The Attention field will automatically populate with the first contact linked to this customer If this isn t the correct contact you can change it by using the drop down menu Insert a sales item by clicking on the SALES ITEM button Enter a quantity You are able to select an item from your pricelist or you can manually enter an item Once your information is entered click on the OK button Repeat the process for additional sale items Follow the same steps to insert a DISCOUNT ITEM and or INTEREST ITEM Click the SAVE button when the invoice is complete To finalise the invoice tick the blue finalise box and a message will appear asking you to confirm whether you wish to finalise the invoice If you are certain you can click the Yes button If you no longer wish to finalise the invoice then click the No button If you did finalise your invoice it will now have an automatically generated invoice number Click on the Finance dashboard Click on the INVOICING button and then on the CUSTOMER INVOICE button Select a From Date and To Date using the CALENDAR icons or enter an Invoice number or company name Or Use the ALPHABET SEARCH option by clicking on the letter A B C etc that corresponds with the first letter of the organisati
27. xisting organisation that you want to edit see above Edit any of the information by retyping the specific field s that you want to edit Click on the SAVE button Select the existing organisation that you want to edit see above Click on the Contacts Tab at the top of the screen Click on Add New Type in all the relevant information in the fields Please note that the First Name Last Name and Contact Type are compulsory fields Click on the SAVE button Select the existing organisation that you want to edit see above Click on the Projects Tab at the top of the screen Click on Add New Type in all the relevant information in the fields Click on the SAVE button Select the existing organisation that you want to view an invoice see above Click on the Invoices Tab at the top of the screen View invoices in the display table The invoice number date of the invoice amount of the invoice and whether it is paid or unpaid will be displayed This is a view only function To view an invoice click under the relevant invoice 11 To search for an existing organisation To delete an organisation Click on the Contacts dashboard Click on the CUSTOMERS SUPPLIERS button Type in the name of the organisation or the first few letters of the organisation s name in the search field at the top of the screen Or Use the Alphabet Search option by clicking on the letter A B C etc that corresponds with the first letter of the organis
28. xport Data Click on the Accountant dashboard Click on the EXPORT DATA button Select the export type from the drop down menu To export data Select the start date and end date using the calendar icons Click the DOWNLOAD button Click the SAVE FILE button Name the file and save it on your computer Income Statement Click on the Accountant dashboard Click on the INCOME STATEMENT button To generate print and save Enter the start date and from date using the calendar icons an income statement Click the PDF button A new pop up box will open with the generated income statement You can print or save a copy by clicking on the relevant icon from the toolbar Balance Sheet Click on the Accountant dashboard Click on the BALANCE SHEET button To generate print and save a balance sheet Enter the end date using the calendar icon and click the PDF button A new pop up box will open with the generated balance sheet You can print or save a copy by clicking on the relevant icon from the toolbar It is recommended that your accountant completes this process Click on the Accountant dashboard To add an adjustment Click on the ADJUSTMENTS button Click on the ADD NEW button on the top right of the screen 33 Fill in details of the Adjustment Click the SAVE button Click on the Accountant dashboard Click on the ADJUSTMENTS button To print an adjustment Click on the PDF icon on the top right of the screen A new pop up box will open wit
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