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User Guide - Clear Books

1. ClearBooks oe Online accounting to free your time home money sales purchases reports tools Money In Recurri ng Invoices d Paid Draft Credit Notes Filter Contact 20 From To GO New Recurring Invoice No Invoices Chapter 4 Sales and Invoices BACK TO CONTENTS Enter the invoice details as you would for any normal invoice You will notice that you also have the option to set the frequency that the invoice is generated at whether it is created in draft for you to approve or automatically approved and how many times this invoice will be created Then click Confirm Invoice Ta ClearBooks Client1 Clear Books v Logout amp lt Online accounting to free your time home money sales purchases reports CED Recurring Sales Invoice inpai ait Draft Credit Notes Customer Date Due Date Reference 1405 2012 14 05 2012 Frequency Create invoices as Occurrences Please Select m Please Select ly item Details Qty UnitPrice Account VAT Rate Net VAT Sub Total Select Account 1 1 0 00 000 0 0 00 x Select VAT Rate Add item Manage Attachments NET 0 00 VAT 0 00 GROSS 0 00 Summary text this will appear on your document Confirm Invoice Chapter 4 Sales and Invoices 31 The recurring invoice template will be in Sales gt Invoices gt Recurring waiting to be generated Ta ClearBooks Client1 Clear Books v Logo
2. Email Money In Manage Scans Attachments saved Back Upload Attachment Choose a file Les Uploaded Upload Client1 v Clear Books v Logout amp lt settings Paid Draft Credit Notes Recurring All Existing Uploads Available Files Attached Files Quote_Q182 paf x Chapter 11 Top Ten Questions 87 Where can I find my voided invoices If you would like to view your voided invoices or bills choose Reports gt All and scroll down to the Exceptions area Ay Exceptions Void Sales Void Purchases Click on either Void Sales or Void Purchases depending on whether you would like to view invoices or bills This will bring up a list of all of your voided invoices bills Ta ClearBooks Clent1 ClearBooks v Logout y lt Online accounting to free your time home money sales purchases reports tools settings All Financials VAT Other Graphs Void Sales Filter Contact 20 From To Go a moers tos seman NE omon E VINVO00012 Rob 22May12 21 Jun 12 8400 Bai bee Rg F VINV000011 Customer 3 22May12 21 Jun 12 60 00 Ba DI e20 144 00 88 Chapter 11 Top Ten Questions How do I reconcile my bank account If you don t import your bank statements into Clear Books you may like to reconcile the transactions in Clear Books with your bank statement to make sure that everything is accounted for To do this choose Money gt Banking and c
3. Employees are able to enter their own expenses if you have invited them in to your Clear Books account as a user To do this choose Home gt Users and invite your employees into your Clear Books account You can set their permissions so that they can only access their expenses or you can allow them to access other areas of Clear Books as well if they are involved in the accounts Chapter 6 Purchases and Bills BACKTO CONTENTS Once an expense has been submitted use the icon highlighted below to attach any scans of relevant receipts or invoices You will see that the expense is listed in Purchases gt Expenses gt Unapproved ready to be approved by you Ta ClearBooks Cent v ClearBooks Logout dy E el Online accounting to free your time home money sales purchases reports Unapproved Receipts Summary Draft Unapproved Approved Analysis Recurring Select Employee Employee 1 z New Receipt 16 May gt mn Employee 1 Tesco 2012 1 20 3o Approve Expense To approve an expense use the Select Employee drop down list to select the relevant employee Check the box in the Select column and click Approve Expense This will then move the expense to Purchases gt Expenses gt Approved Approved expenses for an employee will be grouped up into a bill waiting to be paid This can be found in Purchases gt Bills gt Unpaid You will also notice that you are able to c
4. All Help Guides Frequently Asked Questions If you find the answer to your question here then click Yes Question answered If your question still hasn t been answered click Nope Contact support This will send your question as a support ticket direct to our support team They will respond via email 70 t Help and Support Reporting a Problem If you find a bug or a problem within Clear Books click Report a problem This button works the same way as Ask a question ClearBooks TT Dashboard Q Sea L Report a problem We ll see ifthis problem has already been solved P Back to Help I can t access my invoices Suggest an idea Est Useful Links All Help Guides Do any of the following match your problem Frequently Asked Questions Frequently asked questions How can edit the number of an invoice What is a INV prefixed invoice How can I edit the number of an invoice Can I enter my payment Terms and Conditions on my invo What is a PUR prefixed invoice G Show more Help guides and videos E Voiding Invoices E Create a quote and turn it into an invoice B Delete a draft invoice Create a new sales invoice E Adding a purchase or product list item to an invoice Show more Yes Problem solved Nope Contact support The help system will check if the problem you are reporting has been resolved If not you can submit the problem to our support team Help an
5. Approve Selected This will approve these invoices and move them to Sales gt Invoices gt Unpaid This process is the same for approving multiple draft bills Choose Purchases gt Bills gt Draft and follow the same steps 82 Chapter 11 Top Ten Questions BACK TO CONTENTS How do Il edit transactions in bulk You may need to bulk edit invoices or bills to update certain details such as the account project name or reference To do this choose Sales gt Invoices gt All or Purchases gt Bills gt All and click the Bulk Edit button This button will only be available once you have generated enough invoices to warrant bulk editing Ta ClearBooks Client1 v ClearBooks Logout y EA lt Online accounting to free your time home money sales purchases reports tools seitings All Invoices O Unpaid Paid Draft Credit Notes Recurring El 2 Filter Contact 20 From To GO New Invoice Tos Summary Date gt Date Due Original Type Options INVO00030 Customer 3 Batch Processed 08 May12 08 May 12 42000 approved Bow Veeo INVO00029 Customer 2 Batch Processed 08May12 08 May 12 42000 approved QowihWeseoa INVO00028 Customer 1 Batch Processed 08May12 08 May 12 42000 approved Bow YWVewo INVO00027 Customer Batch Processed 08May12 08 May 12 42000 approved Dm 06R80 INVO00026 Customer 3 Batch Processed 07 May12 07 May 12 36000 approved m6 0 INVO00025 Customer 2 Batc
6. Client 1 T 07751234567 F W Path Chapter 11 Top Ten Questions BACK TO CONTENTS Below is an example of how a customer statement will look when you email it Unpaid Invoices Reference Date Due Opened a INVO00006 22 May 2012 21 Jun 2012 1 782 00 D INVOO1 1 May 2012 22 May 2012 100 00 Total 1 882 00 Paid Invoices No Summary Reference Date Amount T INVO00005 22 May 2012 552 00 Payment ID7 552 00 20 05 2012 Cash INV000005 payment Total 552 00 Sales Refunds No Summary Date Amount SRF000001 Damaged Goods 22 May 2012 100 00 Total 100 00 Chapter 11 Top Ten Questions 81 How do approve multiple draft invoices If you would like to save time by approving multiple draft invoices in one go choose Sales gt Invoices gt Draft Ta ClearBooks Chent1 v ClearBooks v Logout yy fi e2 Online accounting to free your time home money sales purchases reporis tools settings Email Money In Draft Invoices Unpaid ait Draft CreditNotes Recuring All Filter Contact 20 From To GO New Invoice SDT000010 Customer 3 22May12 21 Jun 12 86400 han PRL Boo SDT000009 Customer 3 22May12 21 Jun 12 120 00 haa PBe BO SDT000008 Customer 2 22May12 21 Jun 12 7200 haa DQeao E DT000007 Customer 1 22May12 21 Jun 12 120000 Baa D BO 2 256 00 Place ticks in the boxes next to the invoice numbers for the draft invoices that you would like to approve Then click
7. Customise Customise the widgets displayed on your dashboard by c bottom ofthe page Drag and drop widgets on your dashboard to priorit If you would like to ask a question about something within Clear Books se the data that is important to you settings cking on Customise Dashboard at the Client1 ClearBooks v Logout dy E ee Ask a question D Report a problem Suggest an idea Useful Links M All Help Guides e Frequently Asked Questions click Ask a question type your question and click Submit Chapter 9 Help and Support 69 This will bring up any frequently asked questions and help guides related to your question G ClearBooks home Dashboard Ask a question We ll see if this question has already been answered How do create an invoice Do any of the following match your question Frequently asked questions How do create a pro forma invoice Can ente my payment Terms and What is a PUR prefixed invoice How can edit the number of an invoice How can edit the number of an invoice 4 Show more Help guides and videos ES Creating an Invoice Theme e Create a quote and turn it into an invoice Create a ne ales invoice E Email customers automatically when a new invoice BS Create a multi currency invoice or bil Show more Yes Question answered A F Back to Help D Report a problem Suggest an idea Useful Links
8. and click on the Filename of the relevant statement Ta ClearBooks Clent1 v ClearBooks Logout fy iy lt Online accounting to free your time home money Sales Jurchases reports Import Tool Client 1 Bank Accounts BR List Account New Bank Account Unallocated Cash Payment Methods Bank Account Bank Statement Process Money Last Transaction View Statement Test Account Import Re create MONEY IN MONEY OUT TRANSFER BO Barclays Import Re create MONEY IN MONEY OUT TRANSFER BO New Account Imported statements that need explaining 1 TestAccount 04 May 12 09 May 12 statement csv 10 May 12 0 of 16 0 Then click on the transaction that you would like to explain Ta ClearBooks Client1 v Clear Books v Logout guy lt Online accounting to free your time home money Sales purchases reports tools Banking mpc oo Yodlee Manage Money Q Search L Manage Import G impon History Add Rule List Rules Mappings Test Account Import Import ID 1 Receipts 112 00 Payments 208 34 Narrow Results Filter Explained 0 of 16 imported 0 complete El 2 Description Payments Receipts Balance Explained 04 May 2012 SUPERSAVE LONDON 5 97 5 97 04May2012 PETROL 20 02 25 99 Q 05May2012 CASH 20 00 45 99 x 06May2012 GAS BILL 30 00 75 99 x 08 May 2012 CASH 70 00 5 99 x 08 May 2012 WATER BILL 5 00 10 99 x 08May2012 CINEMA 5 25 16 24 x 08 May 2012 ELECTRICITY BILL 723 23 47 x 0
9. Bank Statement Process Money Last Transaction View Statement Barclays import Re create MONEY IN MONEY OUT TRANSFER 20 May 2012 A 914 78 Test Account Import Re create MONEY IN MONEY OUT TRANSFER 22 May 2012 A 138 02 D New Account Then enter the correct bank account details and click Save Ta ClearBooks Clent1 ClearBooks v Logout fy E lt Online accounting to free your time Sales purchases reports Update account details D list New Bank Account Details Settings Payment Methods Bank account Bank Name Test Account Account number Sort code Overdraft facility 0 00 BACs payable to Cheques payable to Client 1 Payable to address IBAN SWIFT Bank group Test Account Archive Chapter 11 Top Ten Questions 91 92 How do I change the HMRC entity If at any time you need to change your HMRC entity you will need to first add the new entity as a supplier Do this as you would add any other supplier by choosing Purchases gt Suppliers and clicking Add New Supplier To set this contact as your HMRC entity choose Settings gt Organisation gt Tax Select the new entity using the HMRC Entity drop down box and then click Save Changes l ClearBooks Cm eS Online accounting to free your time home money sales purchases reports Client 1 Settings M Setup Togglereatures Contact Details Logo Tax API VAT VAT number GB VAT period Quarter
10. Credit Notes Unpaid Paid reat Notes Recuming Ai Filter Contact m 20 From To GO New Credit Note No Bills Chapter 6 Purchases and Bills 49 Enter the details in the same way as you would for a bill and click Confirm Credit Note Ta ClearBooks Client1 v ClearBooks Logout y E lt Online accounting to free your time home money Suppliers Recurring All Supplier Date Reference Theme Supplier 15052012 Standard item Details Qty UnitPrice Account VAT Rate Net VAT Sub Total Test Agvertising en 1 5 50 ar 250 00 5000 300 00 o 20 Add item Manage Attachments NET 250 00 VAT 50 00 GROSS 300 00 Summary text this will appear on your document Confirm Credit Note To apply the credit note to a bill from your supplier click on the relevant bill ID in Purchases gt Bills gt Unpaid and scroll down Any credit notes from that supplier will be listed under Available credit notes for Supplier Available credit notes for Supplier PCNO000005 300 00 300 00 3000 2 Ct Apply Enter how much you have been credited by the supplier and click Apply 50 Chapter 6 Purchases and Bills BACKTO CONTENTS Entering Employee Expenses You can keep track of employees expenses within Clear Books If you haven t already entered your employees details in Purchases gt Suppliers you will need to do this before y
11. File button and then click Upload Ta ClearBooks Client1 Clear Books Logout dy E lt Online accounting to free your time home money Sales purchases reports Stock Import Export Journals CH L Bills CSV Import Overview Settings Upload Please select a csv file to upload Bills csv Available Fields Fields marked as required must be present in the uploaded file Click here to download a sample Ignore Any data in this field is ignored Bill ID YES Your reference to this bill Bill Date YES Due Date If you fill both Credit Terms and Due Date we will ignore Due Date and force your Due Date to match Credit Terms Credit Terms if you leave both date_due and credit_terms empty the system will load your default data automatically Supplier Name YES Summary Invoice No Your supplier s reference to this bill Line Description YES Line Account Code The ClearBooks account code this line should be linked to Line Quantity Line Unit Price YES Line VAT Amount Line VAT Rate This will pull your data into Clear Books Chapter 6 Purchases and Bills 41 Use the drop down boxes to select the appropriate titles for each column and then click Import Ta ClearBooks Client1 v ClearBooks v Logout dy E lt Online accounting to free your time home money Sales purchases reports help Import Export Journals CH ub Bills CSV Import Settings Required Fields Bill ID Bill Date Supplier Nam
12. accounting to free your time home money sales purchases reports Banking Import Tool Yodlee Manage Money Q Search LA Add new account List Accounts New Bank Account Unallocated Cash Payment Methods Bank account Credit card Cash account internet payments Investment account Savings account Directors loan account 00000000 Loan account 8 Chapter 2 Setting up a Bank Account BACK TO CONTENTS Fill in as much information as you can about your bank account in the Details Settings and Payment Methods tabs and click Save Ta ClearBooks Client v ClearBooks Logout amp lt Online accounting to free your time purchases reports tools settings Manage Money Add new account List Accounts Jew Bank Account Unallocated Cash Payment Methods Details Settings Payment Methods Bank account Bank Name Account number Sort code Overdraft facility BACs payable to Cheques payable to Client 1 Payable to address IBAN SWIFT Bank group New Bank All of the fields that you fill in from the Details tab will be included in the payment advice on your invoices if this is your default payment account Chapter 2 Setting up a Bank Account 9 10 To set this account as your default payment account choose Settings gt Invoices gt Preferences select the account from the Default Payment Details drop down list and click Save Preferences Ta ClearBooks Cli
13. ahoar You can make finishing changes to the quote if necessary and then click Confirm Invoice to create the final invoice Ta ClearBooks Client1 CiearBooks v Logout amp Ay lt Online accounting to free your time home money Sales Invoice Customer Date Due Date Reference invoice Theme Customer 15052012 14 06 2012 QTE000001 1 Standard l item Details Qty Unit Price Account VAT Rate Net VAT Sub Total Test Labour revenue 5 50 00 25000 50 00 300 00 x 20 Add item Manage Attachments NET 250 00 VAT 50 00 GROSS 300 00 Summary text this will appear on your document Refresh Save Draft Confirm Invoice Chapter 4 Sales and Invoices 27 Creating New Invoices To create a new invoice choose Sales gt Invoices and click New Invoice Ta ClearBooks Client1 v ClearBooks v Logout dy E lt Online accounting to free your time home money purchases reports tools Customers Quotes Email Money In Unpaid Invoices Paid Draft Credit Notes Recurring All Filter Contact 20 From To GO New Invoice No Invoices Then enter all relevant details and either save the invoice as a draft by clicking Save Draft or if your invoice is complete click Confirm Invoice Ta ClearBooks Client1 v Clear Books v Logout nB lt Online accounting to free your time home money purchases reports Customers Quotes Email Money In
14. click Upload Chapter 7 Bank Statements 55 56 This will upload your statement to Clear Books The first time you upload a Statement you will need to use the drop down menus to identify what information is in each column Once you have done this click Import ClearBooks a amg oe Online accounting to free your time Import Bank Statement CSV Import impon History AddRule ListRules Mappings Required Fields Description Date US date format Date Description x Amount 09 05 2012 FOOD SHOPPING 10 05 09 05 2012 CINEMA 9 95 09 05 2012 APPLE ITUNES STORE LONDON 4 99 09 05 2012 INTERNET TRANSFER 42 08 05 2012 CASH 70 08 05 2012 CASH 10 08 05 2012 CINEMA 5 25 08 05 2012 CLOTHES SHOPPING 18 08 05 2012 RENT 37 13 08 05 2012 PHONE BILL 24 75 08 05 2012 ELECTRICITY BILL 7 23 m j This will import your statement into Clear Books ready to be explained You will find this statement in Money gt Banking under the title Imported statements that need explaining Clear Books will remember the headings that you have set for your CSV imports so if at any time you would like to change these choose Money gt Import tool gt Mappings to reset the mapping It is possible to have your bank statements imported into Clear Books automatically on a daily basis This means that you don t have to take the time to download or import them yourself Choose Money gt
15. v Network v Logout Ea lt ideas my profile people messages directory De Browse Ideas Submit Ideas Implemented Ideas 1 Ideas Welcome Here we gather feedback and ideas to improve the system 610 ideas have been suggested and 39 have been implemented This is not a support channel but we do encourage you to leave comments and vote for ideas that you want to see in the system We may not respond to all the suggested ideas but we are monitoring the most popular Sort by Newest shuttle ED ED rer pave Page 1 or 23 ES E wi Mileage Suggested by Mohamed Aly at 23 27 on Dec 07 2011 6 replies Customer statements styled _ Suggested by Tim Fouracre at 12 13 on Nov 22 2011 0 replies Chapter 10 Networking with other Businesses CONTENTS To set up your profile within the Network navigate My Profile gt Edit My Profile Ta Magos Client 1 Network Logout E I lt ideas my profile people messages directory View My Profile Edit My Profile Profile Permissions My Companies Surveys User Profile Contact Information Email Address Title First Name Last Name Profession Personal Statement Enter as much information as you would like about yourself and your business upload a picture and then click Save Profile Once you have created your profile you can start connecting with other users To find people to connect with and view your existing connections click People To send someone a message just c
16. your document Then click Confirm Bill Reference Theme Standard Occurrences 12 Account VAT Rate Net VAT Sub Total Advertising O 25000 50 00 300 00 x 20 NET 250 00 VAT 50 00 GROSS 300 00 Chapter 6 Purchases and Bills BACK TO CONTENTS 47 48 The recurring bill template will be in Purchases gt Bills gt Recurring waiting to be generated l ClearBooks Client v Clear Books v Logout amp lt Online accounting to free your time home money Sales reports tools settings Bills Suppliers Recurring Bills Unpaid Paid Draft Credit Notes Filter Contact e 20 From To GO New Recurring Bill PRC000001 Supplier 15May12 14 Jun 12 30000 recuning Ogg 680 300 00 Once a recurring bill has been generated it will be located in Purchases gt Bills gt Draft or Purchases gt Bills gt Unpaid This depends on whether you choose to have your recurring bill created in draft or automatically approved Chapter 6 Purchases and Bills Creating New Credit Notes If you are credited by a supplier you will need to enter this into Clear Books as a credit note To enter a credit note from a supplier into Clear Books choose Purchases gt Bills gt Credit Notes and click New Credit Note fr ClearBooks chet Car Books Lone By at Online accounting to free your time home money Sales ases reports tools settings
17. z to find out more Chapter 7 Bank Statements BACK TO CONTENTS Recreating Bank Statements If you don t use internet banking or you would simply prefer to enter your transactions yourself choose Money gt Import Tool and use the area entitled Re Create Statement Select the account that the statement applies to and click Select Account Ta ClearBooks Client1 ClearBooks v Logout y E lt Online accounting to free your time home money sales purchases Banking port Tor odlee Manage Money Import Tool Import History Add Rule List Rules Mappings Import Statement Re create Statement Import a bank statement from a file Re create a bank statement by entering transactions Account for import Test Account Account to re create Test Account Then enter each transaction from your bank statement one by one in the area highlighted below ff ClearBooks Client v ClearBooks v Logout By E lt ne accounting to free your tir Recreate Bank Statement import History Add Rule List Rules Mappings Test Account 1 May 2012 Food Shopping 100 00 o j Manage Statement Once you have recreated your statement it will be listed in Money gt Banking under the title Imported statements that need explaining Chapter 7 Bank Statements 57 Explaining Transactions on Bank Statements To begin explaining transactions on a bank statement choose Money gt Banking
18. 8 May 2012 CASH 10 00 33 47 x AG tiav O49 Pi NTUES QUADDINA 4a nn KA a a 58 Chapter 7 Bank Statements CONTENTS Select the customer supplier that this transaction applies to in the From To box If there aren t any unpaid invoices bills in Clear Books that relate to a transaction then explain the transaction by entering the details yourself Transaction Transfer Refund Bounced Cheque Multiple items Explain payment of 18 00 ciomes sorrinc To Tesco ko Account Invoice Ref invoice Date Payment Method General admin ml 08 05 2012 Debit Card VAT Rate VAT Amount Project 20 i 300 Amount Description 1 8 00 CLOTHES SHOPPING Add Transaction Then click Add Transaction This will explain the transaction in the accounts If there are any unpaid invoices bills for the selected customer supplier they will be listed when you select that customer supplier Transaction Transfer Refund Bounced Cheque Multiple Items Explain payment of 20 02 remo To BP e 0 Recent Transactions for BP 20 02 20 02 invoice Invoice Date Original Due PUR000003 01 May 2012 20 02 Allocate If one of the listed unpaid invoices bills applies to this transaction click Allocate This will allocate the payment against the invoice bill to mark it as paid Chapter 7 Bank Statements 59 Then click Create Transactions Transaction Transfer Refund Bounced Cheque Multiple It
19. Bank Statements Customising your Invoices Customising your invoices To set your own invoice themes choose Settings gt Invoices gt Create Theme Create your invoice theme using the Theme Settings Labels and Styling areas At any time click Preview to see how your invoice theme is looking Remember to click Save Theme every time you change something to make sure that your theme is saved Ta ClearBooks ET Online accounting to free your time home money sales purchases reports Organisation Getting Started Clear Books v Logout amp iS lt oo Create Invoice Theme Temes Theme Settings Labels Styling Preview Theme Settings Customer Theme Name s Customer Name Category Corporate i Customer Contact Tags s Customer Tax number Payment History 64 Chapter 8 Customising your Invoices Show Show Show Show Preferences E D E E Directory BACK TO CONTENTS Alternatively have a look in the Invoice Themes Directory This is where Clear Books users publish invoice themes that they have designed fr ClearBooks Client1 ClearBooks Logout dy E lt Online accounting to free your time home money Sales purchases setings Organisation Startec voices Codes Periods Cal Free Month Reset Q Search LA Invoice Themes Directory Themes CreateTheme Preferences Our designers can be contracted to create a b
20. Contact 20 From To GO dh Ageing O New Bill IDs Invoice Date Date Due Late s Original Options PUR000001 Supplier 15May12 14 Jun 12 30000 30000 Ba HQesZo 300 00 300 00 Chapter 6 Purchases and Bills 45 46 Creating New Recurring Bills You can create recurring bills within Clear Books if you have suppliers that invoice you on a regular basis To do this choose Purchases gt Bills gt Recurring and click New Recurring Bill Ta ClearBooks Client1 Clear Books v Logout dy E lt Online accounting to free your time home money Sales purchases reports tools settings Money Out Recurring Bills Unpaid Paid Dra CreditNotes Recumng Al Filter Contact 20 From To GO New Recurring Bill No Bills This is done in the same way as creating a recurring sales invoice so enter the details as you would for any normal bill Chapter 6 Purchases and Bills Set the frequency that the bill is generated at whether it is created in draft for you to approve or automatically approved and how many times this bill will be created Ta ClearBooks Online accounting to free your time Cient1 v Clear Books v Logout amp 5 lt Recurring Purchase Bill Supplier Date Due Date Supplier Le 15572012 14 6 2012 Frequency Create invoices as monthly Approved toem Details Qty UnitPrice Test 1 5 50 Add item Manage Attachments Summary text his will appear on
21. Invoice Date e ignore e Credit Terms CustomerName ignore INVOO1 01 05 2012 21 05 2012 Customer 1 INVOO2 02 05 2012 22 05 2012 Customer 2 INV003 03 05 2012 23 05 2012 Customer 3 4 You can then uncheck any invoices that you don t want to import into Clear Books and click Confirm Import Ta ClearBooks RE Clear Books w Logout amp lt Online accounting to free your time home money sales purchases reports Rs W p Invoice Number invoice Date Customer VI INVOO1 2012 05 01 00 00 00 100 00 INVOO2 2012 05 02 00 00 00 50 00 INVO03 2012 05 03 00 00 00 40 00 Confirm Import Confirm All 22 Chapter 4 Sales and Invoices CONTENTS This will direct you to a confirmation page to let you know that your invoices have been imported Ta ClearBooks Client1 v Clear Books Logout y E lt Online accounting to free your time home money sales purchases reports tools settings CCED 2 3 Invoices Imported No data remaining all items imported These invoices will then be listed in Sales gt Invoices gt Unpaid waiting to be paid Clear Books will remember the headings that you have set for your CSV imports If at any time you would like to change these choose Tools gt Import gt Settings to reset the mapping Chapter 4 Sales and Invoices 23 24 Creating New Quotes In the sales process the first document that you might need to create is a quote To do t
22. Sales Invoice Draft Credit Notes Recurring All Customer Date Due Date Reference invoice Project e 1405 2012 14 05 2012 1 l Item Details Qty UnitPrice Account VAT Rate Net VAT Sub Total Select Account 1 1 0 00 000 0 0 00 x Select VAT Rate l Add item Manage Attachments NET 0 00 VAT 0 00 GROSS 0 00 Summary text this will appear on your document Refresh Save Draft Confirm Invoice 28 Chapter 4 Sales and Invoices BACK TO CONTENTS Once your invoice is confirmed it will be in Sales gt Invoices gt Unpaid waiting to be paid Ta ClearBooks Client 1 v Clear Books v Logout amp A lt Online accounting to free your time home money Sales purchases reporis tools Invoices Customers Quotes Email Money In Q Search L Unpaid Invoices Jnpaid aid D Credit Notes Recurring All Filter Contact m 20 From To GO New Invoice INVO00001 Customer 14May12 13Jun 12 300 00 300 00 BawhpVeZo 300 00 300 00 It is from the options column that you are also able to print your invoice as a PDF send it to your customer via email attach a scan and edit the invoice if you need to Chapter 4 Sales and Invoices 29 30 Creating New Recurring Invoices You are able to create recurring invoices within Clear Books if you have customers that you invoice on a regular basis To do this choose Sales gt Invoices gt Recurring and click New Recurring Invoice
23. Ta ClearBooks User Guide Setup sales purchase and support information for your Clear Books account Digital Edition ANNUEL ARNO E Web Developer an ANDY Web Developar i ia Ry operation 4 N LS technical Manag Contents 12 13 17 19 20 24 27 28 30 33 35 39 40 44 46 49 51 54 55 57 Chapter 1 Customising your Dashboard Chapter 2 Setting up a Bank Account Chapter 3 Customers and Suppliers Importing Existing Customers and Suppliers Creating New Customers and Suppliers Chapter 4 Sales and Invoices Importing Existing Invoices Creating New Quotes Creating New Invoices from Quotes Creating New Invoices Creating New Recurring Invoices Creating New Credit Notes Chapter 5 Sending Automated Emails Chapter 6 Purchases and Bills Importing Existing Bills Creating New Bills Creating New Recurring Bills Creating New Credit Notes Entering Employee Expenses Chapter 7 Bank Statements Importing Bank Statements Recreating Bank Statements 2 Contents 58 61 62 63 68 69 71 72 73 76 77 79 82 83 85 88 89 90 92 93 Explaining Transactions on Bank Statements Quick Paying an Invoice Reconciling Transactions with Paid Invoices Chapter 8 Customising your Invoices Chapter 9 Help and Support Asking a Question Reporting a Problem Suggesting an Idea Chapter 10 Networking with other Businesses Chapter 11 Top Ten Questions How do I sho
24. amp lt Online accounting to free your time home money Sales purchases reports tools settings Batch Editing a B Entity j Project WO INV000021 Customer1 300 00 04 05 2012 250 00 Revenue INV000022 Customer2 300 00 04 05 2012 250 00 Revenue INV000023 Customer 360 00 07 05 2012 300 00 Revenue INV000024 Customer1 360 00 07 05 2012 300 00 Revenue INV000025 Customer2 360 00 07 05 2012 300 00 Revenue INV000026 Customer3 360 00 07 05 2012 300 00 Revenue INV000027 Customer 420 00 08 05 2012 350 00 Revenue e INV000028 Customer1 420 00 08 05 2012 iy 350 00 Revenue INV000029 Customer2 420 00 08 05 2012 A 350 00 Revenue INV000030 Customer3 420 00 08 05 2012 ml 350 00 Revenue x If you don t want to sift through all of your invoices bills when batch edit ing you can also batch edit from any of these areas Ta Unpaid Paid Draft Credit Notes Recurring 84 Chapter 11 Top Ten Questions BACK TO CONTENTS How do I delete an attachment If you have attached a scan to a document within Clear Books you are able to delete this if necessary In this example we will assume that the scan to be deleted is attached to an invoice To remove the attachment choose Sales gt Invoices and locate the invoice that the scan is attached to Click on the View Scan icon in the options column for that invoice Ta ClearBooks Cient4 CiearBo
25. ash Payment Date 10 05 2012 Description INVO00002 payment Pay Then click Pay This will then list the invoice as paid in Sales gt Invoices gt Paid Chapter 7 Bank Statements 61 Reconciling Transactions with Paid Invoices If you have quick paid an invoice and then the transaction shows up on your bank statement you can explain this transaction by reconciling it with the paid invoice To reconcile paid invoices with payments when they appear on the bank statement click on the relevant transaction and select the customer in the From box as you would normally This will bring up all of the recent invoices associated with the selected customer Click Reconcile in the Add column next to the paid invoice that the transaction relates to Transaction Transfer Refund Bounced Cheque Multiple Items Explain receipt of 70 00 casn From Customer el Recent Transactions for Customer Original Due Amount Unpaid To pay off Add INVO00001 14 May 2012 300 00 300 00 70 00 Allocate INVO00002 14 May 2012 300 00 PAID INVO00004 01 May 2012 70 00 PAID Reconcile Account PO Ref Invoice Date Payment Method Labour revenue 08 05 2012 Select Payment Me VAT Rate VAT Amount Project 20 1167 eG Amount Description 70 00 mem Add Transaction This will then mark the transaction on the bank statement as explained without creating another invoice for it 62 Chapter 7
26. ces Customers Quotes Email Money In L Customers List Customers Switch To Suppliers All BICIDIE N R TU Total Customers 12 New Customer Export Statements ii Report Barclays BAB Customer 2 520 00 E Customer RPRBAB Customer 1 3 406 00 D Customer 1 customer customer co uk FA4EE Customer 2 1 742 00 D Customer 2 SK QA Customer 3 1 384 00 I Customer 3 RBAB Dave Dave ma BAB Email Email SF BAZeBa Neill Neill Bsa Rob 0 00 E Rob RBB Sam Sam PRAD Test Account Test Account eR amp B Usij Usij PBB Merge Contacts Chapter 3 Customers and Suppliers 17 18 Then enter all of your customer s information Ta ClearBooks Client1 v Clear Books v Logout Ea B lt Online accounting to free your time home money sales purchases reports tools settings Invoices Customers Quotes Email Money In q Search L Add Contact List Customers Switch To Suppliers Basic Information Invoice Address Customer Building Name Number Title Please Select Postcode 4 First name Address Line 1 Surname Address Line 2 Email Address Town Primary Phone County Secondary Phone Country United Kingdom More Settings It is important to enter as much information as you have for each customer The more information Clear Books has the more intelligent it will be with populating invoices and statements Click on More Settings and enter as much information as possible Then click Save Entity Chapter 3 Custo
27. d Support 71 Suggesting an Idea If you would like to suggest an idea for a feature to be implemented within Clear Books click Suggest an idea enter the details of your idea and then click Submit Ta ClearBooks Clent 1 v Clear Books v Logout ds E a Online accounting to free your time home money Sales purchases reports tools Dashboard Users Subscription Messages LA Suggest an idea Ask a question tfeature or an area we could improve here and it will b vote on We will review the most popular and the best may be J Report a problem F Back to Help Title Ares pps M All Help Guides Frequently Asked Questions This idea will be posted in the Network 72 Chapter 9 Help and Support 10 Networking with other Businesses 74 Networking with other Businesses To access the Network use the drop down box in the top right hand corner of your Clear Books account and select Network Ta Nee Client1 v Network v Logout du E e2 Clear Books Open Payroll Fluid CRM Staff Room Task Desk ideas my profile people messages directory Browse Ideas Submit Ideas Implemented Ideas Help Desk Network Labs Ideas You will be taken to Ideas gt Browse Ideas This is where any ideas that you submit using the help area are posted You can vote for ideas that you like Our developers monitor ideas and votes to decide which features to implement next Ta Nei Client1
28. e Line Description Line Unit Price US date format Bill ID v Bili Date ignore v Credit Terms SupplierName x ignore BILLO01 01 05 2012 21 05 2012 Supplier 1 BILLOO2 02 05 2012 22 05 2012 Supplier 2 BILLO03 03 05 2012 23 05 2012 Supplier 3 You can then uncheck any bills that you don t want to import into Clear Books and click Confirm Import Ta ClearBooks Client Clear Books v Logout amp B L Online accounting to free your time home money sales purchases reports tools settings Rsm E mmp Supplier Invoice Number Bill Date Supplier WW BILLOO1 2012 05 01 00 00 00 200 00 BILLOO2 2012 05 02 00 00 00 100 00 W BILLOO3 2012 05 03 00 00 00 500 00 Confirm Import Confirm All 42 Chapter 6 Purchases and Bills BACKTO CONTENTS This will direct you to a confirmation page to let you know that your bills have been imported Ta ClearBooks see Logout du E lt Online accounting to free your time home money sales purchases reports 3 Invoices imported No data remaining all items imported These bills will then be listed in Purchases gt Bills gt Unpaid waiting to be paid Clear Books will remember the headings that you have set for your CSV imports If at any time you would like to change these choose Tools gt Import gt Settings to reset the mapping Chapter 6 Purchases and Bills 43 Creating New Bills To create a bill choose Purc
29. ems Payment of 20 02 will be allocated as follows C invoice Date Entity Original Allocated Remove BP DEL PUR000003 01 May 2012 20 02 20 02 20 02 This transaction will then be listed as explained l ClearBooks cient Cear Boons v Logout By D e Online accounting to free your time Rsa Manage Import t History Add Rule List Rules Mappings Test Account Import j import ID 1 Receipts 112 00 Payments 208 34 Narrow Results Filter Explained 1 of 16 imported 6 complete E 2 Description Payments Receipts Balance Explained 04May2012 SUPERSAVE LONDON 597 597 x 04May2012 PETROL 20 02 259 V 05May2012 CASH 20 00 45 99 x 06 May 2012 GASBILL 30 00 75 99 x 08 May 2012 CASH 70 00 5 99 x 08 May 2012 WATER BILL 5 00 10 99 x 08May2012 CINEMA 5 25 16 24 x 08 May 2012 ELECTRICITY BILL 7 23 23 47 x 08 May 2012 CASH 10 00 33 47 x 08 May 2012 CLOTHES SHOPPING 18 00 5147 o 60 Chapter 7 Bank Statements Quick Paying an Invoice If you receive a payment for an invoice and it is not on your bank statement e g if a customer pays you by cheque or in cash you will want to mark the invoice as paid To mark an invoice as paid choose Sales gt Invoices gt Unpaid and click on the relevant Invoice Then scroll down and fill in the details of the payment in the Quick Pay section Quick pay INV000002 Amount 300 Bank Account Barclays Payment Method C
30. ent1 v Clear Books v Logout y E lt Online accounting to free your time help home money sales purchases reports tools settings Organisation Getting Started Invoices Codes Periods iCal Free Month Reset L Invoice Preferences Themes Create Theme Preferences Directory Preferences Default Payment Details Test Account iw Sales Invoice Prefix Purchase Invoice Prefix Customer Credit days 30 Supplier Credit days 30 Default Quote Footer Thank you for your Text business Default of Line Items 1 First Invoice Number 0 TS Invoice Multiple Disabled Contacts Save Preferences Chapter 2 Setting up a Bank Account BACKTO CONTENTS To set the opening balance for this account choose Settings gt Getting Started gt Cash and enter the figure next to the relevant bank account Then click Update It is in this area that you also set any other opening balances such as debtors and creditors Ta ClearBooks Client1 v Clear Books v Logout dy E lt Online accounting to free your time home money sales purchases reports tools Organisation T Opening Bank Balances Debtors Creditors Other Balances Start Date 1 May 2012 Your start date for using Clear Books is 1 May 2012 Barclays 0 Enter opening bank and credit card balances on this date Test Account 0 if the start date is wrong it can be altered here Opening cash balance 0 00 You can then ch
31. erence Credit Note Theme Customer tm 1405 2012 3 Standard x Item Details Qty Unit Price Account VAT Rate Net VAT Sub Total Test Labour revenue z 1 5 50 25000 50 00 300 00 x 20 Add item Manage Attachments NET 250 00 VAT 50 00 GROSS 300 00 Summary text this will appear on your document Confirm Credit Note Chapter 4 Sales and Invoices 33 This credit note will then be listed in Sales gt Invoices gt Credit Notes ready to be printed as a PDF or emailed to your customer ClearBooks ats aaa eg we Online accounting to free your time home money sales purchases reports Rs E Credit Notes r Inpaid Paid Credit Note Recurring All Filter Contact m 20 From To GO New Credit Note m mocoso tos J seme Lies iets ET tos SCN000003 Customer 14May12 14May12 30000 m6 20 300 00 To apply the credit note to an invoice from your customer click on the relevant Invoice in Sales gt Invoices gt Unpaid and scroll down Any credit notes for that customer will be listed under the title Available credit notes for customer Available credit notes for Customer Credit Note Total Credit Note Available To Credit Amount To Credit SCN000003 300 00 300 00 300 Apply Enter how much you would like to credit the customer and then click Apply 34 Chapter 4 Sales and Invoices Sending Automated Emails 36 Sending Automated Ema
32. es Petrol Prices Reports Timesheets Chapter 1 Customising your Dashboard BACK TO CONTENTS 6 If you would like your widgets to be laid out differently you can rearrange them To do this hover over the widget you would like to move click on the arrow symbol that appears in the top right hand corner of the widget and drag it to where you would like it to be positioned Bank Accounts X Daily Cash Balance for Test Account 15 000 000 10 000 000 5 000 000 0 5 000 000 20 Jun 28 Sep 02Nov 30 Nov 24 Jan 12 Apr 2011 2011 2011 2011 2012 2012 You can edit your dashboard any time you need to Chapter 1 Customising your Dashboard Setting up a Bank Account Setting up a Bank Account To set up a bank account choose Money gt Banking and click New Account Ta ClearBooks Client1 v Clear Books v Logout yy lt Online accounting to free your time home money Sales purchases reports Banking Import Tool Yodiee Manage Money Ub Client 1 Bank Accounts D List Account New Bank Account Unallocated Cash Payment Methods Bank Account Bank Statement Process Money Last Transaction View Statement nn BO Bardays Import Re create MONEY IN MONEY OUT TRANSFER New Account Select which type of account you would like to add For the purpose of this example press the button next to Bank Account Ta ClearBooks Client1 ClearBooks Logout dy E lt Online
33. espoke theme for your invoices Contact us for pricing By Age Most Popular Themes gt By Popularity co eo Ep By Rating Theme Name Author ags Rating Popularity All Themes modern blue aqua Corporate 3rd Blue Clear Books Admin turquoise three 3 3rd 312 Creative t Elegant matt fairbrass iii A Place ForMyHead Matthew Fairbrass aplaceformyhead co uk 203 nima min Miscellaneous nano Spoormeiey Bink o graphy pin Hello Pink Clear Books Admin 22228 169 Modern font clearbooks c Official classic clear books Classic Clear Books Admin 112 Simple minimal simple clean Traditional Interesting interesting Times OFFSHORE 2282 105 Simple Business Engaging IT x 47 emcom_hosting emcom modem rise 3 47 3rd t Use any of these invoice themes as they are or edit them to suit your business Chapter 8 Customising your Invoices 65 66 You are able to save as many invoice themes to your Clear Books account as you like They will be listed in Settings gt Invoices gt Themes Ta Clear Books Cient1 ClearBooks Logout By E el Online accounting to free your time nome Organisation Invoice Themes You can set a theme as the default theme to use for all invoices by clicking Set as Default My Themes Standard A Place For My Head Hello Pink 3rd Blue Preview Preview D Preview Preven GS Apply to all Y Set as Default Y Set as Default Set as Default G5 Apply t
34. h Processed 07 May12 07 May 12 36000 approved Quy yesZo INVO00024 Customer 1 Batch Processed 07 May12 07 May 12 36000 approved Bow YVeseo INVO00023 Customer Batch Processed 07May12 07 May 12 36000 approved Qn Weso INVO00022 Customer 2 Batch Processed 04May12 04 May 12 30000 approved BowhVesZo INVO00021 Customer 1 Batch Processed 04May12 04 May 12 30000 approved m6 0 INVO00020 Customer Batch Processed 04May12 04 May 12 30000 approved m6 0 INVO00019 Customer 2 Batch Processed 03May12 03 May 12 24000 approved Bmw YVesZo INVO00018 Customer 1 Batch Processed 03May12 03 May 12 24000 approved Qu Veseo M INVO00017 Customer Batch Processed 03May12 03 May 12 24000 approved Bon hyeVo INVO00016 Customer 2 Batch Processed 02May12 02 May 12 18000 approved mn 6 20 INVO00015 Customer 1 Batch Processed 02May12 02May 12 18000 approved m6 0 INVO00014 Customer Batch Processed 02May12 02 May 12 18000 approved m 0 INVO00013 Customer 2 Batch Processed 01May12 01 May 12 12000 approved m 0 INVO00012 Customer 1 Batch Processed 01May12 01May 12 12000 approved Bow 620 EM INVO00011 Customer Batch Processed 01May12 01 May 12 12000 approved Bow yyVesZo 5 640 00 B Bulk Edit Chapter 11 Top Ten Questions 83 This will direct you to an area where you can edit all of your selected invoices accounting date reference project and account Edit the invoices that you would like to change and then click Update Ta ClearBooks Client4 v Clear Books Logout
35. hases gt Bills and click New Bill Ta ClearBooks Client1 v Clear Books v Logout amp 5 lt Online accounting to free your time home money sales purchases reports tools settinas Bills Suppliers Unpaid Bills npaid Credit Notes Filter Contact z 20 From To GO a Ageing New Bill No Bills The process of creating a bill is the same as creating an invoice Enter all of the relevant details and then either click Save Draft or Confirm Bill depending on if the bill is complete or not Ta ClearBooks Cient1 ClearBooks v Logout fy E ee Online accounting to free your time help home money CD o Bill f Unpaid id raf Credit Notes Recurring All Supplier Date Due Date Reference Theme Supplier 1515 2012 14 6 2012 Standard Item Details Qty Unit Price Account VAT Rate Net VAT Sub Total Test Advertising k 1 5 50 250 00 50 00 300 00 x 20 Add item Manage Attachments NET 250 00 VAT 50 00 GROSS 300 00 Summary text this will appear on your document Rares Save Oa 44 Chapter 6 Purchases and Bills BACK TO CONTENTS The recurring bill template will be in Purchases gt Bills gt Unpaid waiting to be paid Ta ClearBooks Client1 ClearBooks Logout fy E lt Online accounting to free your time help home money sales purchases reports Unpaid Bills npaid aid Draft Credit Notes Recurring All Filter
36. his choose Sales gt Quotes and click New Quote Ta ClearBooks Client1 v Clear Books v Logout Ea lt Online accounting to free your time home money sales purchases reports tools settings Invoices Customers Quotes Email Money In L Draft Quotes Draft Complete Accepted Invoiced Rejected Filter by contact Showall New quote You currently have no Draft quotes The different types of quote that you can create are Quote Estimate Proforma Invoice and Sales Order Use the Quote Type drop down box to select which one you would like to create Chapter 4 Sales and Invoices BACK TO CONTENTS Enter all of the details of your quote and then click Save Draft Ta ClearBooks T Clear Books v Logout amp lt Online accounting to free your time home money sales purchases reports tools settings nep T Quote Customer Date Credit Terms Reference Quote Theme le 1405 2012 1 Standard Quote Type Quote Item Details Qty Unit Price Account VAT Rate Net VAT Sub Total Select Account k 1 1 0 00 000 0 0 00 x Select VAT Rate Add Item Manage Attachments NET 0 00 VAT 0 00 GROSS 0 00 Summary text this will appear on your document Refresh Save Draft This will save the quote as a draft which can be found by choosing Sales gt Quotes gt Draft Chapter 4 Sales and Invoices 25 26 Once you are happy wi
37. iient4 ClearBooks Logout y E eL Online accounting to free your time home money sales purchases reports tools settings Invoices Customers Quotes Email Money in Customer 1 Overview g Full Statement E Statement 7 Statement sei Edit Contact Lainvoice Outstanding Overdue No data available invoices 1 882 100 Cashflow Stats Cashflow Activity 3 Months 452 00 453 12 Months 452 00 All Time 452 00 452 Companies House Search 451 Clear Books is integrated with Companies House May 12 Search Companies House for Customer 1 Q Go No notes created yet Click Email Statement Chapter 11 Top Ten Questions 79 80 This will direct you to the email template that will be sent to your customer along with their statement Edit the copy if you would like to and then click Send Email By default the statement will send to the email address that you have saved for your customer Ta ClearBooks Client v Clear Books v Logout amp amp lt Online accounting to free your time home money sales purchases reports tools Send E mail List Messages Settings Templates From Client 1 lt emma accountant clearbooks co uk gt To customer customer co uk cc Subject Client 1 Statement Insert FontStyle FontSize Dear Please find your statement attached You may also click on the link below to view your full current statement Your Statement Kind Regards Emma Boyce
38. ils If you email invoices to your customers you can set these emails to go out automatically To do this choose Sales gt Emails gt Settings and enable the automatic emails that you would like Clear Books to send for you You will notice that you are able to automatically email an invoice to a customer as soon as it is generated automatically email customers to prompt them when an invoice payment is due and automatically email customers to remind them when their payments are overdue Auto Sender Auto Reminder Automatically send an email for each unpaid invoice One Automatically send an email for each overdue invoice at a email per unpaid invoice is generated by this option You frequency which can be adjusted You can opt out specific can opt out specific customers customers Enable auto email v Enable auto email M sender reminders Receive a copy of each L Receive a copy of each email email Get a summary of all Get a summary of all emails emails Send an email once 0 days after invoice Send email every T days after invoice created overdue Save Save Auto Prompt Automatically send an email for each due for payment invoice One email per unpaid invoice is generated by this option You can opt out specific customers Use auto email prompts v Get a copy of each email Get a summary of all emails Send email once 7 days before invoice due for payment When you enable auto emails all existing custome
39. lick on the name of the bank account that you would like to reconcile Use the search filters to narrow the results and then compare your actual bank statement to the transactions that are listed for that account on Clear Books Go through your transactions If they match your actual bank statement tick the check boxes Ta ClearBooks Client1 v ClearBooks v Logout gy lt Online accounting to free your time home money sales purchases reports tools settings Banno Anana aaan T Test Account Statement List Accounts New Bank Account Unallocated Cash Payment Methods Choose a month 2012 05 Withdrawals 298 02 Deposits 96 00 Month Change 202 02 or select a range 01 05 2012 31 05 2012 Viewing by Accounting Date switch to Bank Date m 23 May 12 Merchandise Payment Customer 1 46 00 202 02 23 May 12 Direct Debit Supplier 2 50 00 248 02 23 May 12 Transfer Supplier 3 32 00 198 02 23 May 12 Transfer Supplier 1 78 00 166 02 ial 23 May 12 Customer 1 Payment Customer 1 50 00 88 02 22 May 12 Damaged Goods Customer 1 100 00 138 02 8 May 12 CLOTHES SHOPPING Tesco 18 00 38 02 4 May 12 PETROL BP 20 02 20 02 Opening Balance 0 00 Blade View Bank Rec When you are happy with your selections click Reconcile To unreconcile tick the boxes next to the relevant transactions and click Unreconcile Chapter 11 Top Ten Questions 89 How do change the bank account details on a
40. lick on their profile and you will find the option there To view your received message and conversations click Messages The Directory is also an area that you might like to have a look at to view other businesses using Clear Books profiles Chapter 10 Networking with other Businesses 75 11 Top Ten Questions How do I show a refund to a customer If you have refunded a customer you can show this by choosing Money gt Banking and clicking Money Out next to the bank account that the refund was processed from ClearBooks So oe te Online accounting to free your time home money sales purchases reports tools settings Banking Import Tool Yodlee Manage Money Client 1 Bank Accounts List Accounts New Bank Account Unallocated Cash Payment Methods Bank Account Bank Statement Process Money Last Transaction View Statement Barclays Import Re create MONEY IN MONEY OUT TRANSFER 10 May 2012 2 362 78 Test Account Import Re create MONEY IN TRANSFER 8 May 2012 A 38 02 New Account Enter the amount that you are refunding in the Money Out box and a description of the refund in the Description box Then click Explain Bank account _ Test Account x Money Out 100 Description Damaged Goods Bank date 22 05 2012 Chapter 11 Top Ten Questions 77 78 This will direct you to a page where you will need to explain this Money Out transaction Fi
41. ly VAT period end Jul CCR O manage vat schemes Tax Tax reference Save Changes Chapter 11 Top Ten Questions Where do I post my VAT payments to HMRC Payments to HMRC need to be posted to the account code VAT Control Transaction Transfer Refund Bounced Cheque Multiple Items Explain payment of 100 00 var Payment To HMRC iz Account invoice Ref Payment Method VAT control 20 05 2012 Select Payment Me VAT Rate VAT Amount Project Exclude from VAT rett 0 Amount Description 1 0 0 5 0 0 VAT Payment Add Iransaction This will decrease the amount of VAT building up on your dashboard If you are using the Clear Books built in VAT report when you confirm a VAT return a bill will be created in Purchases gt Bills gt Unpaid In this case simply allocate the payment to the bill Chapter 11 Top Ten Questions 93 For more information please visit our site www clearbooks co uk 7 ClearBooks 2012 Clear Books Limited
42. mers and Suppliers Sales and Invoices Importing Existing Invoices If you have invoices saved to accounting software that you were using previously you can import these directly into Clear Books To do this you will first need to download your invoice data as a CSV file Then choose Tools gt Import and under the Sales heading click Sales Invoices ClearBooks ER a Online accounting to free your time help home money sales purchases reports tools settings Stock import Export Joumals CH L Import Tools Tal Overview Settings Before importing large amounts of data it is advised you create a restore point of your current accounting data A would like to import Import Tools Overview Sales Bills Customers Suppliers Google Contacts Google Contacts From Freshbooks Bills Sales Invoices Bill Payments Sales Payments Purchase Items Sales Items Journals Bank Statement Batch Purchase Invoices Batch Sales Invoices This will take you to a screen showing how your data should be laid out 20 Chapter 4 Sales and Invoices BACKTO CONTENTS Make sure that your spread sheet is formatted correctly as per the layout in the screenshot below and then select the file using the Choose File button and then click Upload Ta ClearBooks Clent1 Clear Books v Logout amp 5 lt Online accounting to free your time home money sales purchases reports Ex
43. n invoice The bank account details that show up on your invoices are the details for the bank account that you set as your default payment account To set your default payment account choose Settings gt Invoices gt Preferences and select the account that you would like to be shown on your invoices in the Default Payment Details drop down box Ta ClearBooks Client1 Clear Books v Logout dy E eL Inline accounting to free your time help home money sales purchases reports tools settings Organisation Getting Started Invoices Codes Periods iCal Free Month D Invoice Preferences Preferences Directory Preferences Default Payment Details Test Account 7 Sales Invoice Prefix Purchase Invoice Prefix Customer Credit days 30 Supplier Credit days 30 Default Quote Footer Thank you for your Text business Default of Line Items 1 First Invoice Number 0 Invoice Multiple Disabled Contacts Save Preferences 90 Chapter 11 Top Ten Questions BACK TO CONTENTS To edit the details of a bank account choose Money gt Banking and click the Edit icon for the relevant bank account Ta ClearBooks Cient1 v Clear Books Logout y lt Online accounting to free your time home money sales purchases reports tools import Tool Yodlee Manage Money L Client 1 Bank Accounts st Ac t New Bank Account Unallocated Cash Payment Methods Bank Account
44. ny contacts that you don t want to import into Clear Books and click Confirm Import ClearBooks ais San aS Online accounting to free your time help CND home money sales purchases reports Rob Dave Sam Neill Confirm Import Confirm All i Chapter 3 Customers and Suppliers 15 This will direct you to a confirmation page to let you know that your customer details have been imported l ClearBooks Client1 v ClearBooks v Logout dy E lt Online accounting to free your time home money sales purchases reports tools settings 4 Customers imported No data remaining all items imported Clear Books will remember the headings that you have set for your CSV imports to save you more time if you import more contacts in the future If at any time you would like to change these choose Tools gt Import gt Settings to reset the mapping 16 Chapter 3 Customers and Suppliers BACK TO CONTENTS Creating New Customers and Suppliers To add customers and suppliers manually choose either Sales gt Customers or Purchases gt Suppliers This example will take you through adding a customer but the processes of adding a customer and a supplier are the same Choose Sales gt Customers and click New Customer Ta ClearBooks Client1 v Clear Books v Logout Ea lt Online accounting to free your time home money sales purchases reports tools settings Invoi
45. o all G5 Apply to all G5 Apply to ail aj Edit Edit BB Edit l Publish Publish a Publish X Delete X Delete X Delete If you have more than one invoice theme saved to your Clear Books account you will be given the option to choose which theme to use when creating an invoice Chapter 8 Customising your Invoices BACK TO CONTENTS Take a look in Settings gt Invoices gt Preferences to set your invoice preferences Ta ClearBooks Online accounting te free your time home money sales purchases Organisation Getting Started Invoices Codes Invoice Preferences Preferences Default Payment Details Sales Invoice Prefix Purchase Invoice Prefix Customer Credit days Supplier Credit days Default Quote Footer Text Default of Line Items First Invoice Number Invoice Multiple Contacts Save Preferences None 30 30 Thank you for your business 1 0 Disabled reports Periods tools settings Client 1 v Clear Books v Logout djy E e lt help Fee Monn Rosa T Themes Create Theme Preferences Directory Chapter 8 Customising your Invoices 67 Help and Support Asking a Question From any area in Clear Books click the Help button for a brief overview Ta ClearBooks Online accounting to free your time home money sales purchases Subscription Messages BEILL The dashboard gives you an overview of your financial data
46. oks Logout y E e2 Online accounting to free your time home money sales purchases reports tools settings Customers Quotes Email Money In U npaid Invoices npaid Paid Draft Credit Notes Recurring All Ge Filter Contact 20 From To GO dh Ageing New Invoice CIC tes sem ns e mee nen INVO00030 Customer 3 Batch Processed O8May12 08 May 12 15 420 00 4000 Date BO INV000029 Customer 2 Batch Processed 08May12 08 May 12 15 420 00 4200 BaxhQeszo INV000028 Customer 1 Batch Processed O8May12 08 May 12 15 420 00 42000 DaBee Bo Chapter 11 Top Ten Questions 85 This will direct you to the Manage Scans area for that invoice and you will see any files that are attached under the Attached Files heading Drag the file that you would like to delete into the Available Files box and click Attach Ta ClearBooks Online accounting to free your time Client4 v Clear Books v Logout amp lt home money Sales purchases reports tools settings Customers Quotes Email Money In L Manage Scans paid Paid Draft Credit Notes Recurring All Back Upload Attachment Existing Uploads Available Files Attached Files Choose a file mne v No File Attachments Quote_Q182 pdf 86 Chapter 11 Top Ten Questions BACK TO CONTENTS A red cross will appear next to the file Click the cross to delete the attachment Ta ClearBooks Online accounting to free your time home money purchases reports tools
47. oose Money gt Banking to find this bank account and add any other accounts that you have to Clear Books Chapter 2 Setting up a Bank Account 11 Customers and Suppliers BACK TO CONTENTS Importing Existing Customers and Suppliers If you have customer and supplier data saved to accounting software that you were using previously you can import this directly into Clear Books To do this you will first need to download your data in CSV comma separated values format Then choose Tools gt Import and click either Customers or Suppliers depending on what data you are importing Ta ClearBooks Client 1 Clear Books v Logout y E e Online accounting to free your time help home money sales purchases reports tools settings Stock impot Export Joumais CH L Import Tools EX overview Settings Before importing large amounts of data it is advised you create a restore point of your current accounting data would like to import Import Tools Overview sales Bills Customers Suppliers Google Contacts Google Contacts From Freshbooks Bills Sales Invoices Bill Payments Sales Payments Purchase Items Sales Items Journals Bank Statement Batch Purchase Invoices Batch Sales Invoices This will take you to a screen showing how your data should be laid out Chapter 3 Customers and Suppliers 13 Make sure that your spreadsheet is formatted correctly as per the layou
48. ou can begin entering their expenses Make sure that when adding employees you click More Settings and set their Employment Status To begin entering expenses choose Purchases gt Expenses and click Add in the Add Receipt column next to the name of the employee you would like to add an expense for Ta ClearBooks Client v ClearBooks v Logout y E e Online accounting to free your time home money sales purchases reports tools Dividends Expense Claims Summar a Unapproved Approved Analysis Recurring New Employee New Receipt CCE Awaiting Payment Unapproved Receipts Draft Receipts Add Receipt Employee Add Chapter 6 Purchases and Bills 51 52 Enter the details of the expense and then click Submit for Approval Ta ClearBooks Client v Clear Books v Logout amp lt Online accounting to free your time home money Sales purchases reports Bills Suppliers Expenses Money Out Dividends Add Receipt Summary Draft Unapproved Approved Analysis Recurring Receipt from Date Reference Theme Tesco k 16 05 2012 Standard Employee Claiming Employee 1 tem Details Qty Unit Price Account VAT Rate Net VAT Sub Total Milk Entertaining staf 1 1 1 00 100 0 20 1 20 x 20 Add item Manage Attachments NET 1 00 VAT 0 20 GROSS 1 20 Summary text this will appear on your document Refresh Save Draft Submit for Approval
49. port Journals CH Invoices CSV Import Upload Please select a csv file to upload Invoices csv Available Fields Fields marked as required must be present in the uploaded file Click here to download a sample Field Name Required Notes Ignore Any data in this field is ignored Invoice No YES Your reference number to the invoice Invoice Date YES Due Date if you fill both Credit Terms and Due Date we will ignore Due Date and force your Due Date to match Credit Terms Credit Terms If you leave both date_due and credit_terms empty the system will load your default data automatically Customer Name YES Summary Reference Your customer s reference to this invoice Line Description YES Line Account Code The ClearBooks account code this line should be linked to Line Quantity The quantity of the product invoiced Defaults to 1 Line Unit Price or Line Net Price Line Net Price or Line Unit Price Line VAT Amount Line VAT Rate This will pull your data into Clear Books Chapter 4 Sales and Invoices 21 Use the drop down boxes to select the appropriate titles for each column and then click Import l ClearBooks Clear Books v Logout dy E eL Online accounting to free your time home money sales purchases reports Invoices CSV Import Settings Required Fields Invoice No Invoice Date Customer Name Line Description one or more of Line Unit Price Line Net Price US date format E Invoice No ml
50. reate recurring expenses if necessary Chapter 6 Purchases and Bills 53 Bank Statements BACK TO CONTENTS Importing Bank Statements To import your bank statements choose Money gt Import Tool Use the area entitled Import Statement select the account that the statement applies to and click Select Account Ta ClearBooks Client1 Clear Books Logout dy E e Online accounting to free your time home money sales purchases reports tools settings Banking Import Tool Yodlee Manage Money L Import Tool import Histoy AddRule ListRules Mappings You can now have your statements imported automatically via Yodlee Import Statement Re create Statement Import a bank statement from a file Re create a bank statement by entering transactions Account for import Test Account x Account to re create Test Account x To import your statement you will need to first download it from your internet banking as a CSV file and save it to your computer Click Choose File and select your saved bank statement Ta ClearBooks Client4 v Clear Books v Logout Ea lt Online accounting to free your time home money sales purchases reports tools settings Banking Import Tool Yodlee Manage Money L Import Tool Import History Add Rule List Rules Mappings Account Test Account Select file Choose File state t csv Set payment method Select Payment Method gt Upload Then
51. rs will automatically be opted in You will need to edit individual customer details to opt them out When you add new customers they will automatically be opted out of auto emails If you would like them to be opted in you will need to change this Chapter 5 Sending Automated Emails To opt customers in out of auto emails click on More Settings when adding editing a customer see page 18 and scroll down to Reminder Settings Reminder Settings Late payment reminder Opt in Early payment prompt Opt in x Invoice created Opt out notification Use the drop down boxes to select which auto emails you would like your customer to receive and then click Save Chapter 5 Sending Automated Emails 37 To set the default email content that your customers receive choose Sales gt Emails gt Templates Use the tabs to access all of the different email templates Edit the copy to suit your preferences and then click Save Ta ClearBooks Online accounting to free your time Client1 Clear Books v Logout y E e2 home money purchases reports nvoices Email Templates Invoice Reminder Payment Prompt Quote Remittance PO Signature Detail Statement Subject my_company invoice_number Message insert FontStye el Fontsue E AAA Dear heir_namer We have created a new invoice_type for you Please click on the link below to view your statement incl
52. rst click the Refund tab then select the customer that you are refunding from the Customer drop down list Enter all of the details to explain the refund and click Create Transaction Transaction Transfer Bounced Cheque Multiple Items Explain refund made of 100 00 damages Goods Customer k Account PO Ref Payment Method Revenue el 22 05 2012 Select Payment Me VAT Rate VAT Amount Project Manual e 0 ml Amount Description 1 00 00 Damaged Goods Create Transaction Create a user defined lookup rule Damaged Goods You will notice that there is the option to create a rule for a transaction of this description please do this if you process refunds of this description regularly as it will save you time This will then create an explained transaction from that bank account for the refund Ta ClearBooks Client1 Clear Books v Logout amp 3 lt Online accounting to free your time home money sales purchases reports Banking Import Tool Test Account er 1 of 1 imported 100 complete Date Description Payments Receipts Balance 22 May 2012 Damaged Goods 100 00 138 02 FA Chapter 11 Top Ten Questions BACKTO CONTENTS How do I email a customer statement You can email statements to your customers by choosing Sales gt Customers and clicking on the relevant customer name This will direct you to an overview of the customer Ta ClearBooks C
53. t in the screenshot below and then select the CSV file using the Choose File button and click Upload Ta ClearBooks te Logout amp E lt Online accounting to free your time home money sales purchases reports tools settings Customers CSV Import Settings Upload Please select a csv file to upload Choose File Customer Template csv Import Googie Contacts Available Fields Fields marked as required must be present in the uploaded file Click here to download a sample Ignore Any data in this field is ignored Customer YES Contact Name Building Address Line 1 Address Line 2 Customer Name usually a company name Town County Country Postcode Email Phone 1 Phone 2 Fax Website VAT number URL of the Website This will pull your data into Clear Books 14 Chapter 3 Customers and Suppliers BACK TO CONTENTS Use the drop down boxes to select the appropriate titles for each column and then click Import fr ClearBooks Cient1 ClearBooks Logout By E o Online accounting to free your time help home money sales purchases reports Customers CSV Import Required Fields Customer US date format Customer x ignore z Building z Addressline1 AddressLine2 Town x County Rob 34 London Road Manchester Greater Manc Dave Masters House Hammersmith Road West Kensington London Sam Neill EE PR Import import Google Contacts Uncheck a
54. th your quote click the green tick icon in the Options column to mark it as complete l ClearBooks Client1 ClearBooks Logout dy E e Online accounting to free your time home money sales purchases reports tools settings Invoices Customers Quotes Email Money In L Draft Quotes Draft Complete Accepted invoiced Rejected The quote was updated successfully Filter by contact Showall x New quote a same ose Due Da Dons T QTE000001 Customer 14 May 2012 250 00 50 00 300 00 BamaBanhev Once the quote has been marked as complete it will be moved into the Complete Quotes area It is from the options column that you are also able to print your quote as a PDF send it to your customer via email attach a scan and edit the quote if you need to Chapter 4 Sales and Invoices BACK TO CONTENTS Creating New Invoices from Quotes When your customer approves a quote you are able to turn it straight into an invoice by clicking the icon highlighted below Ta ClearBooks Client Clear Books v Logout Ea lt Online accounting to free your time home money sales purchases reports tools settings Invoices Customers Quotes Email Money In L Completed Quotes Draft Complete Accepted Invoiced Rejected Filter by contact Show all Cm one cum sommen me Due vat ne QTE000001 Customer New quote 14 May 2012 250 00 50 00 300 00 Bamana
55. uding a paf of this invoice_type Path body Note that when manually emailing a document it is possible to edit the text in the body of that specific email if you need to 38 Chapter 5 Sending Automated Emails Purchases and Bills Importing Existing Bills If you have bills saved to accounting software that you were using previously you can import these directly into Clear Books To do this you will first need to download your bill data as a CSV file Then choose Tools gt Import and under the Bills heading click Bills Ta ClearBooks Client 1 Clear Books v Logout amp B lt Online accounting te free your time help home money sales purchases reports tools settings Stock impot Export Joumais CH Import Tools overview Settings Before importing large amounts of data it is advised you create a restore point of your current accounting data a would like to import Import Tools Overview A Sales Bills Customers Suppliers Google Contacts Google Contacts From Freshbooks Bills Sales Invoices Bill Payments Sales Payments Purchase Items Sales Items Journals Bank Statement Batch Purchase Invoices Batch Sales Invoices This will take you to a screen showing how your data should be laid out 40 Chapter 6 Purchases and Bills BACK TO CONTENTS Make sure that your spreadsheet is formatted correctly and then select the file using the Choose
56. ut fy E lt Online accounting to free your time home money Sales purchases reports A Search ___ Recurring Invoices Credit Notes Recurring Filter Contact 20 From To Go New Recurring Invoice OCR Summary Date Due Original Options SRC000001 Customer 14May12 13 Jun 12 300 00 recurring aa 680 300 00 Once a recurring invoice has been generated it will be located in Sales gt Invoices gt Draft or Sales gt Invoices gt Unpaid This depends on whether you choose to have your recurring invoice created in draft or automatically approved 32 Chapter 4 Sales and Invoices BACKTO CONTENTS Creating New Credit Notes If you need to credit a customer you can generate a credit note To do this choose Sales gt Invoices gt Credit Notes and click New Credit Note Ta ClearBooks Client1 v ClearBooks v Logout dy E lt Online accounting to free your time home money sales purchases reporis tools setings aaa T Credit Notes Unpaid Paid Draft Credit Notes Recurring All Filter Contact e 20 e From To GO New Credit Note No Invoices Enter the details in the same way as you would for an invoice and click Confirm Credit Note 1 ClearBooks aT a come oe Online accounting to free your time settings La Invoices Customers Quotes nai Q Search home money sales Sales Credit Note Unpaid Paid Recurring Al Customer Date Ref
57. w a refund to a customer How do I email a customer statement How do approve multiple draft invoices How do I edit transactions in bulk How do I delete an attachment Where can find my voided invoices How do reconcile my bank account How do change the bank account details on an invoice How do I change the HMRC entity Where do I post my VAT payments to HMRC Contents 3 Customising your Dashboard Customising your Dashboard The first area that you see when you log into your Clear Books account is your dashboard ClearBooks aT aT omen we ae Online accounting to free your time home money sales purchases reports tools settings Client 1 Dashboard Sales amp Customers Purchases amp Suppliers Due from customers Owed to suppliers 0 00 0 00 Add Customer New Quote Add Supplier All Invoices All Customers All Quotes All Purchases All Suppliers The dashboard can be tailored to suit your needs and displays shortcuts to the areas within Clear Books that you use the most in the form of widgets To customise your dashboard scroll to the bottom of the screen and click Customise Dashboard Tick the boxes next to the widgets that you would like to be listed on your dashboard and click Save Customise Dashboard _ W Sales M Purchases E Sales History Pi Earnings Message Getting Started O Calendar Bank Accounts Quotes invoices Draft Invoic

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