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FreePlus Accounts User Manual

1. Jalg Aanenders INVOICE LIST Sumber of Eriries Found 2 Page 1 of 1 impie Castomer Tee Sec ripiticne Taal Printed Stadia Pay St Mary s SHH Sioi ine medium zae f 13 Jun 11 11 Jul 11 Set iit ve rds 10004 St Man s Schow Schoo Photo wide angle ato 6 eeu 11 04 Jul 11 331140 Owendue A small payment window will open with the relevant invoice details being displayed see illustration below Just enter the total being paid the correct payment date and any additional remarks and then click on the Record Payment button Page 28 of 64 Inmvace Ho 100004 furmmund Qubstanding 3351 60 INVOICE List Amount sing Pari a 3351 60 Payment Method Ch eque Number of Entities Found zZ Date 29 tul 1 E Customer 100002 ES Mary s School Ee emaria Invoice 100001 700001 st Mary s Soho Ee If the amount being paid is equal to or less than the total FreePlus Accounts will automatically allocate the partial payment to the invoice If itis more than the total the balance will be held on account As an alternative you can display the invoice details as described above and click on the Record Payment tab at the right of the screen See illustration below SEC PAT MEM OVERDUE Company Same ot Mary Govil magka Tape files branie PRINT COPY Abitu lhe Sasa Imma bani TUE Terarcari Somaehira raise Frisihad if Joerd CO TG wey
2. ccceceeeeseeeeeeeees 36 Recording and Paying EXpense ccccccecccsceceeeceecceeeeseeesaeecaueeceeeseeesaeeees 37 ING CON E PEME oneee E A AEN EA 37 PAV EPON E a arse acest tomas eect to antigen cnt toasts ce eae toc emege ted ace ate 37 TEANSTEMING WMIONCY eserim e ues eele eee ee eneeee 38 Putting Money Into your Bank ACCOUNL cc cccccccccsesseeeeesseeeeeeeceeeeeeeeeeeeeeeeees 38 Getting Money out of your Bank ACCOUNL cc cesseeeesseseeeeeceeeeceaeeeeseeeaeeeeeeaas 39 Transferring Money between ACCOUNIS nck e 39 Checking Your Bank Statements Recon ciliation ccccccecceeeceeeeeeaeeee eens 41 AMA lWerinative MICU Os cists a tain cere ahedaaha E 43 WA AIR LUMNS errian ic cust oucnaiaias eee haniatnes fate Grameen Peco Nae 44 NV PES CIC UING Soi testes sc setba de E a atiuliah lease adh E iulet Seta dela the ala ac tick Beads 44 Makin ga VA T ROUT mienne oar 44 PCW IOUS REWI NS sorei N E E T E 46 Corectmng MISTAK GS rcir a n Eaei 47 Deleting Sales TAVO CE Smena ae ee ee A 47 Sets OTHE FCS aeee tues mak a E O 47 Altering Incorrect Nominal ACCOUMS cccccccccccccceeeaceeeessececsaenseeceeeneseeesaeaes 47 C hanes Existine Dataene r E 48 Different Reports to help monitor perfOrmance ccccceceeeeeeeeeeeeeeeeeeeeeees 49 ROME PAS ninpi E E T 49 Invoice Transaction ANalySi Senia e A E alee 50 TAB TCE a a a AT A eee 5I Year End REDOLIS ariere or ene onae oa ena e EN O T
3. SAVE BALANCES n p O Teg lt 0 zJ A D aa a A l Q Q on r oO Oo PrI B ol cS Ke Continue in this way until all opening balances have been added You may at any time either delete a row or amend it by clicking on the appropriate button in the Edit column Once all balances have been added make sure that the Date is set to the previous year end date and then click on the Save Balances tab at the right of the screen as indicated by the arrow above This will save all the balances to the database and update the Retained Earnings nominal account with the net value Page 11 of 64 Construction Industry Scheme If you are registered for the Construction Industry Scheme CIS as a sub contractor when you do work for a contractor that contractor is required to withhold cis tax and account for it to HMRC Thus any invoices presented to such contractors will only ever be paid less this tax FreePlus Accounts makes it very easy to correctly record these payments Firstly when completing the Initial Company Details see above select Yes to the question Registered for CIS as illustrated below Type of Business Photography a Registered for CIS No ves orm VAT Accounting Scheme None Main Contact Name George Phunky Once you have saved this change an additional nominal account 1150 called CIS Tax is created
4. from the Admin dropdown Reminders FreePlus Accounts has a scratchpad area that users may use to add reminders for themselves The system also uses this area to remind users when certain events such as VAT returns become due To add a reminder select Add Reminder from the Reminders icon dropdown menu add a note of the event you wish to be reminded about and then click the Save button Once saved the reminder will be visible in the Reminders section of the Front Page and also by selecting View Reminders from the Remindors dropdown menu Only reminders added by the user may be deleted the system will automatically delete system generated reminders This is achieved by clicking on the little trash can icon to the right of the reminder note Feedback There is a facility for users to leave feedback for the developers It works in a similar way to Reminders select Add New Feedback from the Admin icon dropdown enter the feedback you wish to pass on to the developers and then click Save Existing feedback form other users may be viewed by selecting View Feedback from the Admin dropdown Page 53 of 64 Audit trail FreePlus Accounts records all actions that cause a change in the accounts along with a record of who made that change This audit trail may be viewed by selecting Audit Trail from the Admin icon dropdown menu Menu Bar Search There is a very powerful search facilit
5. Save Layout tab This will save the details and display the template as shown below ready to start posiitoning the data elements you wish to use Page 57 of 64 Purchases Money VAT Reports Reminders Admin Print Phunky Photos Ltd 15 Side Street Sometown somewhere DG4 8TU email infog freeplusaccounts co uk Inveice Number Date AuthGode WAT Registration No 111 2222 33 SCC J price J I vrate Lwat del vaddr Net Amount VAT TOTAL AMOUNT DUE All available data elements are listed to the right of the invoice template file Each element has a red border on one side which denotes whether that data will be left justified or right justified To design your invoice layout simply drag each element that you wish to use and drop it where you want that particular data to be printed The image below shows a number of elements that have been placed As you drag each element its current co ordinates are displayed to help with alignment The arrow below points to the lower right co ordinates of the description block Page 58 of 64 The desc description and remarks elements are both area elements and as well as positioning them they need to be expanded by dragging the bottom right corner of the element so that it covers the whole area available for that text S 2 x Sales Purchases Money Reports Reminders Admin Phunky Photos Ltd 15 Side Street
6. SiIness OEE ime Sai pa rin vedios cat EE TERE ii duii a300 meie A Cards it Its Bdrm Phere wru argh mod Ea Jar Cbs 17 oa Ee Chey H You may then print or email the resulting statement to your customer Page 32 of 64 Recording Payments to Suppliers FreePlus Accounts offers two ways to record purchases Payment at time of order For most small businesses payment will have to be made at the time that goods are ordered or purchased In order to record such a purchase select Record Money Out from the Purchases menu This will open a Pay Money Out form see illustration below into which you then enter the supplier s name or select from the drop down list if the supplier details have already been recorded enter the total amount being paid including any VAT the VAT rate where applicable the date of the transaction what category account the payment should be allocated to and a remark describing the payment Finally click on the Record Payment button LIST OF SUP HIOfABCOEFGHISI Payment Method Bank Transfer Total Amount Paid 79 99 Office Supplias Lid VAT Rate Standard 20 VAT Around 13 33 Net 66 66 ABocate to Cost of Sales e 02 Aug 11 Transaction Date Supplier Reference Description Record Payment Cancel Page 33 of 64 Creating a Purchase Invoice When purchasing on account you ar
7. Sometown somewhere DG4 8TU email info freeplusaccounts ca uk Invoice Number Date ot AuthCode euse VAT Registration No 111 2222 33 vat Ei H 455x626 Net Amount nettotal VAT TOTAL AMOUNT DUE You may change various attributes of an element or make a copy of it by double clicking the left mouse button with the cursor over the element in question A small window opens up as shown below to enable you to make some changes Page 59 of 64 Phunky Photos Ltd ice Stes et are DG4 8TU Top Right s7 usaccounts co uk soe 12 et Justify Mipit When you are satisfied with your design click on the Save Layout tab and an example using your most recent invoice will be displayed aas illustrated below Page 60 of 64 INVOICE LAYOUT EXAMPLE File Description Invoice 1 Phunky Photos Ltd 15 Side Street sometown Somewhere DG4 amp TU email info freeplusaccounts co uk Mr amp Mrs Cooper Invoice Number 100005 23 Meldon Drive Somewhere Date 10th January 2012 AuthCode VAT Registration No 111 2222 33 Wedding Photos 588 00 Wedding Photo Album 15 00 Net Amount 603 00 VAT 120 60 TOTAL AMOUNT DUE 723 60 Company Registration No 1234567 You may change your design by clicking on the Change Layout tab You may set your new design as the default lay
8. for a complete listing by clicking the List VAT Entries tab In FreePlus Accounts completing your VAT Return is accomplished in 3 steps Step 1 Telling FreePlus Accounts what figures you are going to submit to HMRC The first stage is to check the figures calculated by FreePlus Accounts make any adjustments necessitated by transactions that have not been recorded within the accounting system and then click on the Complete amp Close tab to close off this quarter This will assign all open VAT entries prior to the cut off date to this VAT Return and will also lock the calendar so that invoices cannot be created for dates other than the current period Page 45 of 64 Step 2 Telling FreePlus Accounts that you have submitted this return to HMRC The second stage which may be done at the same time as the first stage is to tell FreePlus Accounts what figures have been submitted to HMRC You do this by clicking on the Mark as Filed tab At this point the system knows what is either going to be deducted from or added to your current account and can create a notional transaction to that effect This notional transaction will then appear in the top half of the reconciliation screen for your current account In appearance it is very similar to the Bank interest charges fields Step 3 Telling FreePlus Accounts that the payment or refund has been paid received This is part of the current account bank statement reconciliat
9. you decide to create a dedicated customer record you can link those invoices to that record by using Assign Unlisted Invoices located on the Admin dropdown menu The customer details to be entered include the name address contact name and email address to whom invoices can be emailed plus additional information such as credit limits not yet functional and terms of payment Entering details for new suppliers follows exactly the same procedure as for customers and indeed in some instances a customer can also be a Supplier Add New Customer To add the details of a new customer you need to select the action Add New Customer This action is located on the dropdown menu accessed by placing the mouse pointer over the Sales icon which is located at the top left hand side of the screen as indicated by the arrow in the illustration below SAVE THE START AG SET OPER Hurl Poa Disign Valley Businesaa Park any Town Any bounty e i ig i I iy E p Studio om Once the dropdown menu has appeared select left mouse click Add New Customer This will open a blank Customer Details page Page 14 of 64 CUSTOMER DETAILS gt samoerss START AOMH in eee company nare EES Pma Gaa PRS JAE iape E he ea bhi Pie 10 OFF Costeci Rama bia Yy Steen HIGHLY FLEXIBLE Corman fread Acid a 701 Be EA A ae a OFFICE Tarma m Busirasm 29 Days mi SPACE in pri Dahu Papran
10. WAT eh m ihig Cobre E Re ee Be 7 eid atl cei AT dae in ie peed on sequin one fren other EC MARK AS FLED benter gag Bex ge 000 Tais WAT due the aam a oes d n 2 Boo h Tagi START AGA WET regina te ceri on perches ord nies pais reeds tore ies EC Bax df wi Mei GT ini pii in HU Arsenie 2 Cashes N reie reed be y Derece batean beaa 3 arj ay Bice E Tete spie gi aaea j ab oiber opah cacading ey z WAT iradije piir bga amp Tijure E E ar Put chap Fri 22d cleat Frat FENIE Toi vaie ol POs nai od miter pats eacleding ary Free SAS rocking WAT iride por bga G Tiji E 7 0 Tee ope of Rape g OF ee ee ode eS euciediag ay VAT minotier EC embar siias Bow ey Tobe sate oi giagia of gaia aed reid casks Banaig ore VAT frenotner EC Member Sites Box d 0 Homes Compite ec Sahiha ha bo Giri your WaT ci Ti ia vet Dimu Completes WILL be sent HURE Once you have passed the VAT quarter to be returned to begin the process of creating your VAT Return place your mouse pointer on the VAT icon illustrated earlier in this manual under the section Important Account Activation for VAT Registered Businesses then select VAT Form 100 from the dropdown menu This will show the VAT Return page see the illustration above which contains the totals that should be entered into your VAT return for the quarter You may check the entries that comprise these totals either by clicking on the text beside the total or
11. below To email the invoice enter a message in the Message Space below change the Subject and or email address if you wish and then click on the Email tab on the right The invoice will be immediately sent to your customer Page 22 of 64 company Hales Purchases Money PRIN T EMAIL INVOICE EMAIL VOCE INSIDE 10000 LIST VORES CETATI ATW IHUTATT The showe invoice fs raat bo ba printed and or Emaled To print the invoke dick on the print bution below To email Ge mvuke enler a message in the Messen Spece below chance the Subject andior DELETE Tels INVOICE amal anders if you wish and then cick on the Pra tah on the che rae mey obese bol pai ard erm lhe erence Frunky Fhoica Lid tee raul shy Walky Buma Park INVOICE PS ae ee 2a pore epee re a A ANF owt Arny County LKZ HLE be AS Krya Eni geugean ee eap dk Et kora HiH l he Pee Topan Invoice Date 29 Ju 244 imis Ari megu ia EEE i PASS 245 oe y Due Gy Dawe 26 Aug DOU Casini ish Wy minutes Lag Mig Y Shear 3 Receive in days Tout Adee WAT Megirirr en He HF ETIE I se P B Pii A koa Secon FREE Molder Amipisnt Hame Pira W ciemi Pielan E prn Briian E malam imi eee ee eet GET TOU Ra Print as Quotation You can convert the invoice to a quotation by clicking on the Print as Quotation tab The quotation is giv
12. option you are either transferring money into your current account or out from your current account Select Transfer Money from the Money dropdown menu Select whether you are transferring From or To the non current account and select the account you are transferring from to See the illustration below Page 39 of 64 TRANSFER FUNDS BETWEEN ACCOUNTS Fram Cash a Te fark Ceres pio me ie Omg lige Recent Treneackone Brih Cir mlaha Creag 11 Can DEn phr i LE Cel Tiki Gadi Cede 17 eee ep ee ee ee tee eg ra i Wiigi Grine Dugi a Le p ee e p ra Epson Demak al biky ee oe EE 5 Canon Ce 17 Bene Pe eet poe a 71 i Brother Enter the amount to be transferred and then click on the Record Transaction tab to save the transaction Page 40 of 64 Checking Your Bank Statements Reconciliation An important part of managing any business Is to keep track of the entries in the business s bank statements and to check that they match the entries in FreePlus Accounts This process is called bank statement reconciliation In order to carry out a bank statement reconciliation in FreePlus Accounts first select the List Accounts option from the Accounts dropdown menu see illustration below then click on the reconciliation icon of the account to be reconciled in the Reconcile column on the List of Accounts Repos Chozing Ral Current Ral Perec er He Bant Gepaar Stan
13. satisfied with the accounts to be added the final step is to save them To do this click on the Save Nominal Accounts tab at the right of the screen Designing your own Invoices FreePlus Accounts gives you compplete freedom to design up to 5 of your own invoices and other documents This process consists of 3 steps 1 Designing your invoice template 2 Selecting the template and variable data elements 3 Positioning the data elements on the template Designing your Invoice Template This is done outside of FreePlus Accounts using for instance Microsoft Powerpoint or similar The end result must be a pdf file of A4 size named layout lt n gt pdf where lt n gt is a number from 1 to 5 Selecting the Template and Variable Data Elements To start the process within FreePlus Accounts hover the mouse over the Sales menu icon and select List Invoice Layouts To add a new layout then click on the Add New Layout tab The screen shown below will be displayed INVOICE LAYOUT DETAILS DELETE LAYOUT Select Invoice Layout File up to 60k pdf Select Layout Date Format dd mmm yy 01 Dec 11 x 24 7 ELECTRICAL Enter a description for this layout and select the date format that you wish to use Click on the Select Layout button to select a template file to use Ideally this should be a pdf file but you may be able to use a jpg or png file instead To complete step 2 of the process click on the
14. see below 2 x Purchases Money Reports Reminders Admin Print Nominal Code Description Balance 1000 Fixed Assets Fixed Assets 0 00 1100 Debtors Curent Assets 110 00 1150 CIS Tax 4a Curent Assets 0 00 1200 Bank Cument Curent Assets 380 20 An additional option is also added to the New Customer screen to enable you to identify a customer as a CIS contractor Credit Limit Relationship Sales Customer _ Supplier CIS Contractor No ves Remarks All invoices sent to a CIS customer will have a remark added beside the invoice total showing the amount to be actually paid see the illustration below Page 12 of 64 Total dua for payrmant 1920 00 mM When this amount is recorded as having been paid the invoice will be marked paid If you need to send both CIS and normal invoices to the same customer you should create 2 customer records one with CIS Customer set to Yes and the other with CIS Customer set to No and then just invoice as appropriate Page 13 of 64 Adding a New Customer or Supplier You may add as many sets of customer details as you wish These details are primarily used for invoice creation and customer account management and so are best entered for those customers with whom you have repeat dealings You can record payments for one off customers without needing to first enter any details If having raised a number of invoices for a one off customer
15. 0 Cost of Sales Expenses existing 6000 Other Expenses 6000 Other Expenses Expenses existing Other Expenses existing Bank Charges Fixed Overheads Fixed Overheads existing To add an account ensure that the correct nominal account group indicated by the arrow above is selected enter the text describing the account and then click the Plus button to the right of the description a X Purchases Money Reports Reminders Admin ADD NOMINAL ACCOUNTS Nominal Account Groups 7000 Fixed Overheads x Description Office Rental Nominal Accounts to be Added Code Description Account Group Group Status Edit Bank Interest 200 Other Income existing Cost of Sales Cost of Sales existing Other Expenses 8000 Other Expenses existing Bank Changes 8000 Other Expenses existing Fixed Overheads TOOO Fixed Overheads existing Advertising S000 Cost of Sales Telephone 2000 Other Expenses Postage 8000 Other Expenses Matoring 8000 Other Expenses This will add that account to the list of Nominal Accounts to be Added along with a Delete button to enable you to delete it if required The Page 56 of 64 illustration below show a number of accounts to be added to the Chart of Accounts It is important to recognise that at this stage these accounts have only been added to the screen they are not yet in your Chart of Accounts Once you are
16. 00 0o00 2300 00 Printed E EmHEY Dz TAO ao TZU 0U Prine 5 ee oes i arm A payment window similar to that shown below will be displayed with the majority of fields pre filled PHUNKY PHOTOS LTD Invesc Ho SOD LOMTIpAiTy sales Furong Amount Outstanding 720 00 PURCHASE INV i Amount Geing Paid 720 00 Number oft Ennes Founda 4 Payment Method Bank Transfer invoice Reterente Alocatee To Cost of Sales ix CHics Supp Dale 03 Aug 11 m s0002 Gilis Supp Remarks rie Pane Supe Purchase Invoice 500003 i eDonn Otio Supe Make any changes necessary and then click on Record Payment to save the payment details Page 36 of 64 Recording and Paying Expenses FreePlus Accounts makes it very easy for you to record your expenses and then pay yourself Essentially the process is similar to Record Money Out as far as raising the initial purchase invoice is concerned but whereas with Record Money Out the system will then automatically create a transaction when recording expenses the two actions are separate You can of course combine both the raising of a purchase invoice and the payment of that invoice for your expenses by using the Record Money Out option Record Expense To record an expense select Record Expense from the Purchases icon dropdown menu Enter the total amount paid any VAT details if applicable the date of the purchase a
17. A E EE O A a 52 Miscellaneous FUNCIONS sassi E E EAE 53 PHETCT ENCES aae a E EE E E E 53 Feos a a suas tere ua eanaeka mm onmuaneemenae 53 FCI CES eiei Tiar T E TOA EAE ete 53 Relo A ene mor est A E E E E EE A OE E E mere 53 PAOR TE T 1 EE EA E AA E E E E E AEEA A E E oe ee 54 MenmiBar Sear Deenen n E E A E ree aies 54 SUD 61 6 9 ea eee en en Pe eee T A 55 Additional Nominal ACCOUMS ccccsssssssessseeeeceecceceeeeeeeeeeaeaaaeesseseecesesueeseeeeaeees 55 Destoniins your Ow ly OICeS 3 sce htc a a Ge a D7 How to Perform Common Tasks in FreePlus Accounts 62 THY OILCIN 8 a Custome states cusenniateiete E A atta tan ad alba csai dade al tla 62 Record Payment for a single INVOICE cccccecsseseeeecceceeeeeeeeeeeeaeeeeesseseeeeeeeeeeaeees 62 Record a Payment for Multiple InvOICeS cc r 62 Record a Casual Receipt of e g Daily Takings cc cecseeesesseeeeeeeeeeeeeeeeeeeaeees 62 TCC ORG a POr NaI sisted fasten nt foi S A 63 Finally How do we Corunna Systems Ltd use FreePlus Accounts 64 Page 2 of 64 Introduction The efficient management of financial accounts is vital for every business and key to this is a suitable accounting software system FreePlus Accounts is a reliable easy to use on line web based accounting system that provides the business owner manager with the means to efficiently carry out the following functions Raise invoices Track payments from custome
18. Accounts to manage your accounts concentrating mainly on those regular and more frequent tasks The manual achieves this by using a small fictional photographer s business called Phunky Photos Ltd to show how to use FreePlus Accounts to raise invoices for photographic work carried out record payments for various equipment that needs to be purchased monitor customers payments check reconcile transactions recorded against the business s bank statements to help the user ensure that no transactions are overlooked or slip through the proverbial cracks create a VAT Return For ease and speed of understanding the examples and indeed much of the rest of this manual are written in conversational style as if you the reader were the owner manager of Phunky Photos Ltd All data used in the examples is fictional and any resemblance to a real person or entity is entirely coincidental Menu Philosophy and Layout In many of the following illustrations an orange arrow is used to draw the viewers attention to specific areas of interest The main menu buttons along the top of the screen see illustration below give access to the main accounting functions These are functions that need to be accessed from any screen Acgbiotion Deiak Company Orink Le Documents f Key Balances Current Accounl Jakece 600D D cash on hand 20000 Many of these menus have dropdown sub menus which become visible when th
19. Cancel Contact Mar hoal com Unit sub VAT WAT Descriphon Price Thy Toal Aabe Par Total Chee Phiiogaohe i Pei 20 1100 a 2200 122 00 Portage and Packing 10 tet i pligi Pode 700 1200 Reais Suk Total 120 06 Posiage ood cecking tss wil be refunded df collected m person VAT Sah Cedi It is only possible to refund the full amount still outstanding for the invoice if there is a need to make a partial refund a credit note must be raised as described in Raising a Credit Note above When a refund is made in this way FreePlus Accounts will automatically create a credit note for the balance bring the outstanding total of the invoice to zero mark it as Paid add a note to the Remarks box identifying the related credit note Page 31 of 64 Creating Statements There are occasions when customers will ask for a statement of money owed If Statement printing has been enabled for your account select List Customers from the Sales menu and then click on the relevant customer details In the customer screen click on Print Statement as shown below CUSTOMER DETAILS WAT TABS Cam pura Hama Alan ues lave hg Coie SET fl CHEAT AEN RVOE Adica 7 lir Epy e Updike UEL Pastam rurar iira CreiH l imh DEE AMTT pA Yar Poe lok THa 2 Rasim JK Tamma Tiren HH SILATEHEH Te he ire Cone heme brs Sihr J Humber of Zrii Food 2 ete Wan i FREE Irar lyr Da sos rl ee a Printed Due then ETTE Pay Bu 1
20. FreePlus Accounts User Manual Table of Contents IILFOCUICU ON ce E E E EO 3 ACCOUN UNO TISK rronin A AAE A eaa 3 Purpose and Approach of this Ma nual ccccccsececseeeeeeeeeeeceeeteeeeeneeeeeeneeess 4 Menu Pmlosopiv and Layoubk seorsan E OE 4 APUCE ICIO S ua ae E E E E 5 Advertsine and SECUIIVY eocen E EE EE E eae 5 VA en E E 5 Year End REPONS ieeneone nre nE TE EEA OSE E EA ATREA 6 Registering to use FreePlus ACCOUNMS ccccccccseeceeeseeeeeeeeceeeseeesaseeseeeseeess T Starting to Use FreePlus ACCOUNIS eszsiexetientsselovestecantetacveentvoie ears Nai 9 Entering Initial Company DetallS ccccccecccseeceeeeeceeeeeeeeeseeeeseeeseueeseeeseees 9 Opo wae Balane Seana ese dated nase E lala taiontasad tia Dada Oe ark oesnesaet 10 Construction Industry Schemer eM aceon 12 Adding a New Customer or Supplier cccccccceeeceseeeseeeeeeeeeseeeeeeeseeeaeeees 14 AGO NOW CUSTO fe ited Scere n E soda O 14 How to Savenew Customer Details sanrisisoniccs niiina a E a a 15 RASNO MMPI OC Si aaa 16 Method A Use Raise Invoice 1COM L cc ccccccccecssssssesseeseseeeeceecceeeeseeeaaeeeeeeeaeees 16 Method B Select from Sales dropdown Menu ccccssseccccesecceeeeeceeaeeeeeens 17 Raising an invoice for a unlisted CUStOMET cccccccccccceceeeeeeeeeeseeeseseeseeeeeeeeaeees 18 Method C create from existing similar INVOICE ccccceeeeeecceceeecececeeeeeeeeaee
21. Liat Unpaid Femti Remit Lat invoices Key Balances 2 aC era Greate Maw invoka Curam Account Balance Ooo aaa o Record Money in Cash on Hand Lit Customers Undeposhed Cheques Total Dabiy Add Hew ihre i Tota Creditors WOT due his quarter Stats i This will produce the Invoice List page In the Invoice List page illustration below two invoices are listed pertaining to St Mary s School each of which are overdue because they have not been paid by the due date a es Company Cale 2 Gases Woney INVOICE LIST umber of Entries Found 2 Fage 1of1 LIE E Cuatomer Tes ec ripvtion Talal Printed Orang Chats Fay LEL ri St Man s Scho Sial pairs madim poog 12 Jun 11 14 Jul 11 1004 ot Man s Schad Schad Photo wide angle a eu 11 04 Jul 11 Page 27 of 64 Receiving Payment for one or more invoices Payments against invoices can be received in one of three different ways A partial payment Payment of the full invoice amount A single payment covering several invoices Partial and Full Payment s of a Single Invoice To record receipt of a payment which relates to a single invoice select List Unpaid Invoices from the Sales menu as described in the previous section This will take you to the Invoice List page Next click on the Pay icon indicated in the illustration below
22. Mame Mrs Y Stem Emad vstemifstmarysschoal_co Paidin Full no Yes Description Quantity VATRate Standard 20 i Ms Scion Unit Sub VAT WAT You beve NEI yal pdded any imer awra Footer Section sus rota WAT Remarks 5 Ineca Total In the invoice header section ensure that at least the Company Name is entered You may also want to complete other details such as the address and email address To enter items begin by entering the Description in the white box provided in the item section of the invoice indicated in the illustration above and then enter the item Price for a single item if you are selling more than one in the box provided If you are selling a quantity that is greater than one enter the total Quantity Make sure that the correct rate of VAT where applicable is displayed Finally click on the Add also indicated button to the right of the item input section FreePlus Accounts will then calculate the VAT and Total item price and add the details to the list of items already entered onto the invoice if any It will also update the Sub Total VAT and Invoice Total totals at the bottom of the invoice Page 20 of 64 In the illustration below three items are visible Note that there is space for movement downwards of the scroll bar located to the right of the Delete buttons By sliding the scroll bar downwards further item s would s
23. Piment tue 1i jetii Paak Cade PHS 265 Coglomer Reference m ke Region Ue Tamre fi Tora eel fume Fra Ai Emil vaic A Ne praeiaelocn Zs aaa aT WRITE OFF IMWAOICE Utes Prag tr Tal Hahr fend Tobal Sil prin Tain ra DO E TDD 2s TEI of CUSTOMER WYTCICE LIST Page 29 of 64 Multiple Invoice Payment To record receipt of a payment which relates to more than one invoice select List Customers from the Sales menu to display the List of Customers see illustration below listing one customer Reminders LUST OF CUSTOMERS Humber af Emiies Found 1 Page 1 of 1 ANRD GABCODOEFGHIJIKLMUNOPORSTUVWY 2 Unallorcniri Ahan Crediti Post Code Combact Payments Charani Limit Actions E1 grey s School PAAR 28 5 wes Y Shem Click on the Receive Payment coins icon of the appropriate customer located on the right in the Actions column indicated by the arrow above This will display the Multiple Invoice Payments page see illustration below Next select the invoices that are being paid by checking the Select box at the right of the invoice details see close up illustration below for each invoice to be paid Furrharar daray AT MULTIPLE INVOICE PAYMENTS RECORD PAYMENT Company Heme H Bury Scheel Dang Sar Bo SE fH Gidea 1 Tha Plein lasbyarsd D Tage Spork E Creda Land Wee LIST RACES Prost Tne Pai Aag Heyer WK lenna Dars Anruni Hema Fd Payrat Belo Chege z See
24. ach them to purchase invoices and statements Automatic Statement generation Automatic generation of recurring invoices Additional levels of support Promotion of your own company services products This additional functionality is available to users who pay a small monthly subscription as described in the Features page of the main website Additional Nominal Accounts An additional optional feature available to those who have a subscription is the ability to add new nominal accounts to the Chart of Accounts Up to 20 additional accounts may be added to each of the following Account Groups e 4300 Other Income e 5000 Cost of Sales e 6000 Other Expenses e 7000 Fixed Overheads To add additional accounts select Chart of Accounts from the Company menu icon and then click on the Add Nominal Accounts tab at the right This will display the Add nominal Accounts page as shown below listing all existing accounts in the groups that may be increased Page 55 of 64 r a a Purchases Money Reports Reminders Admin Print ADD NOMINAL ACCOUNTS SAVE NOMINAL ACCOUNTS Nominal Account Groups 4300 Other Income Take your pick from a great range of brands Status Edit Group Code Description Account Group Other Income existing Other Income 4310 Bank Interest 4200 Other Income Income existing 5000 Cost of Sales 500
25. all selected entries is displayed above the entries E A he T 4 Remnders comin OF Date From Date To Customer Hame invoice Customer heter nmce Imenice Type Hem b scnpiion hem Catagory Humber of Entries Found 5 Tatal Value 2268 7 64 Pape 1 of 1 Iwo Type Cuatormmtr Dracriptian T tal Printed Lic Paid Status Clee Supis Lid Oii SupHiss Lid Cifice SupHies Lid ot Mary s oho SL Mans Soho F EG ghiu rames T E5 pure frames BOD shook of photograchic Etat pink mediumi EondH Piece wida amga B81 00 Jun 11 300 00 02 Aug 11 720 00 02 Aug 11 TH H9 02 Aug 11 H 13 Jun 11 11 30 11 4 21 11 Page 50 of 64 CO Prinied 1 00 Printed 7e S3 Paold BS Paid 2261 00 Paid Trial Balance In common with the vast majority of accounting systems FreePlus Accounts is based on double entry accounting standards This standard defines many categories confusingly called accounts and each identified by a nominal code that in total comprise the company s account A fundamental principle of double entry accounting is that the total of the debit categories accounts should equal the total of the credit categories The trial balance shows the totals for each of these categories and gives confidence that the system is functioning correctly An illustration of a Trial Balance page is shown below As with the other reports it is possible to specify different ran
26. amne 2h Tore Porat Hares Ase Sr Emal Vere psschood Can CUATRO IMTS IIET lad Fads wil VAE Cec pen Prize Diy Tela Amie Erri Tela Ddod Pich akh angie 15H 13 BI WE 15 IEW StF 2b ph 170 1G io soe Mi TEL EE rete cua chi phet B15 F S00 soe 172 e ed jab Total IIL Si ieee bs l erei as ay eE Wal 355 Beet dir mnia Trial Ww Finn collation Fia iirc Dane of lasi Parrett Total Fehi te Oyie ha Pre SMS hang Next Steps Applicable to All Methods Entering invoice header and item Once the New Invoice screen is displayed you can enter the relevant details These details effectively break down into three sections see illustration on the next page an invoice header section which shows details of the customer to whom you are sending or will send the invoice many of these details may already have been entered by FreePlus Accounts the invoice item section where details for items or services for which you are charging are entered Description price Quantity VAT Rate The invoice footer section which includes any general remarks and the invoice totals These sections are indicated on the illustration below Page 19 of 64 Header Section ny Company Maree St Mary s School Invoice Type Sales Invoice Address Pa Say 1 The Playground ee ee A ATS E Ed Toytown Some shire Invoice Humber System Gerecabec Pasi Code PRAS PAS Custumer Reference Region UK Tema 28 Days Comtact
27. ct List Customers Click on the Receive Payment icon of the relevant customer Click the Select box of the invoices to be paid Click Amount Being Paid text to copy the total amount being paid Click the Record Payment tab Record a Casual Receipt of e g Daily Takings It is suggested that a customer called Daily Takings is first created Click on Sales and select Record Money In Enter the first few characters of the customer name and select the full name from the drop down list Enter the amount received and if applicable the VAT rate Enter a brief description of the payment Click on Record Receipt Page 62 of 64 Record a Purchase Click on Purchases and select Record Money Out Enter the name of the Payee Enter the total purchase price Where applicable enter the VAT rate Enter a description of the payment Click on Record Payment Page 63 of 64 Finally How do we Corunna Systems Ltd use FreePlus Accounts As we describe on our website FreePlus Accounts was developed for our own use and has been designed to work the way that we do The nature of our business is that we have a number of very similar invoices that we send out on a monthly basis some invoices that we send out on an ad hoc basis and purchases that we make throughout the month We also need to send out statements to some customers at the end of each month So At the beginning of each month we raise and send out our
28. d hirea Ton op Date Aaii ee De EE Mary uy Yebool nwairey Dowciqulesti Minted Ses Prsh abhi WH Lure ae SNPE a 27d i 14 A H CrS ETELE ens nen TT Jl Eas ae ea INI Made laya A running total of the value of the selected invoices is displayed in the Selected Invoices Total field above the list of invoices Page 30 of 64 If having selected all of the invoices being paid the total value equals the amount being paid just click on the Amount being Paid text and the value will be automatically entered into the field Otherwise enter the amount being paid and then click on the Record Payment tab at the right of the screen FreePlus Accounts will then mark all the invoices as Paid except that where the total being paid does not cover the full value of an invoice that invoice will be marked as Partially Paid Making a Refund Sometimes you may want to offer a refund for instance when offering a discount for early payment Recording refunds is easily achieved in FreePlus Accounts by just selecting a Payment Type of Refund in the Receive Payment window see the illustration below PHUNKY PHOTOS LTD ELKHYST Unlimited Email Receive Payment Invatcs Ho Armaunt Outstanding 1200 Amount Being Fad s 12 00 Payment Method Rehund Cash Company Mar Date Cheque Bank Transfer Addre Refund Remarks nvorce 190001 Poat Ci i Regi Record Payment
29. dard Hani i22 skamja 24 May 7 Trane fer Woney Shnidand Bank A new page is displayed in two parts In the illustration below this page is headed Reconcile Standard Bank Account 54936678 The top part of the page contains fields to capture information about the statement as a whole the lower part shows all transactions not yet reconciled to earlier statements The idea is to match off all the entries in the bank statement against entries listed in the Unreconciled Transactions part of the reconciliation screen The total of the entries selected shown in the Total of Checked ltems should match the Statement Difference see the illustration below Many times there will be entries in the bank statement that have not yet been entered into FreePlus Accounts it is very easy to fix that For bank interest and or charges just enter the amounts in the Total Interest or Total Charges boxes enter the date that these entries appeared on the bank statement and then click on the Add icon you can add both interest and charges in one action If you are expecting a VAT refund payment there will be a similar set of boxes for those entries For other receipts and payments just complete a Record Money In or Record Money Out transaction as described in earlier sections of this manual Page 41 of 64 ACCEPT amp LOCK Total larerest asi Toi Caarges a dwiemenie 1 Savage rarer
30. e essentially re creating the purchase invoice received from the supplier into FreePlus Accounts To do this select New Purchase Invoice from the Purchases dropdown see illustration below Page 1 of 1 Printed Total Paid Owed Status Pay on List Supphere i I z int rI SRI O TETE lsd phere Aud Mea Suppi New Purchase Invoice TAVE PRIHT Sherr So pipd ber Camnpany Heme M Parzheneg Ima Tyce Porchess mare START AHAN Ausra Purchases moru Dale pF Aj m e_m PERATIA ST ANANT LST 3 P rtchise imane Himbeer Cla enSs pened jeppi Aries Bre TTA SPA LAET Cther Expenses kym IE Contact fama Triad Parim Pul Bin OD ves Desconpihan Quanhty WAT Rate Standard 20 o Reliable customer T service Voki Pat bc ast A es be TEA a Sl Suh Total WAT Purchaes Iraia Toh Wiel ponb Page 34 of 64 The New Purchase Invoice page provides tabs on the right hand side to allow you to Save Print Start Again or select a Purchase Invoice List When creating a purchase invoice the company name is the name of the supplier If you type a character into the Select Supplier box above it will list existing suppliers starting with that character you have typed and you can select one of those in which case the details are carried through to the Company Name Address etc box
31. e ehd Cheque in prime Desk VAT Rea Sarie cit Tel UK locations Mem b i oa o a bE o eel ma ll Next fill in the details of the new customer in the fields provided An illustration of a completed new Customer Details page is shown above Ignore the orange coloured arrow at this stage How to Save new Customer Details Once you have filled in the details they will need to saved To save the details hover the mouse pointer on the Save Details tab indicated by the orange coloured arrow in the illustration above and left click the mouse FreePlus Accounts will save the details and to confirm it has done so will show the List of Customers page which will include the customer whose details you have just saved An illustration of the List of Customers page showing the example customer St Mary s School is provided below ao a I r r WAT Company Sales Purchases Honey Repoms Remar LIST OF CUSTOMERS Humber of Entries Found 1 Paniai ALO JABCDEFGHIJKLMNOPORESTUVWEIYZ Ui ete cd Emance Credit Aarne Post Code Contact Payments Daing Limi Aclons St Hons Bonnal PRA JAS Kis Y Stem Page 15 of 64 Raising an Invoice FreePlus Accounts provides a number of ways for you to raise an invoice most of which will pre populate the main fields of the invoice such as customer name and address Three different methods A B and C are described below Following any of the three methods will take you to a po
32. e mouse is hovered over the menu icon Page 4 of 64 The tabs on the right side of the screen control different actions that can occur for and only for the specific screen PHUNKY PHOTOS LTD Reminders EEH io MN CREATE PURCHASE MAICE E 0 ATOR NEHTY I E CEAR E HEC GAD MEHET LAI Stats Input Fields Throughout the FreePlus Accounts system input fields that have a beige coloured background also marked by a red asterisk are mandatory fields and must be completed Fields with a white background may be left empty although in many instances an output will only make sense if at least some of these fields are completed Advertising and Security FreePlus Accounts is free to use The service is funded through sponsors advertisers and affiliates They pay to have a presence on the FreePlus Accounts website Advertisements may appear in different parts of the screen but mostly will be below the tabs on the right hand side Parts of such advertisements are visible in the screen shot illustrations in this manual As described in the FAQs accessible from the login page your data is safe It is not accessible to sponsors advertisers or affiliates Any user of the site can also choose to advertise their business on FreePlus Accounts For information on how to advertise your business on FreePlus Accounts please see the FAQs lf you prefer to suppress advertising to your account this service is available as a
33. ed Earnings Please Select 28 Feb 11 0 00 Description Balances to be Added Account Description Adding opening balances is a two part process First add as many balances as you wish each of which gets added to the Balances to be Added list at the bottom of the screen above Once satisfied that all balances have been added the second stage is to save them to the database by clicking the Save Balances tab at the right of the screen Page 10 of 64 To add an opening balance first click on the Nominal Account dropdown list as shown above and select the nominal account to be added When an account is selected that text will be automatically entered into the Description field You may change that text to better reflect detail being added Enter tha amount of the balance and then click on the Plus button to add the details to the Balances to be Added list as shown below a f Company Sales Purchases Money ADD OPENING BALANCES Reports Nominal Account Date Cash iy Description Cash Balances to be Added Account Description Bank Current Account Opening Balance Bank Deposit Account Opening Balance Motor Vehicles Opening Bslance Fixtures amp Fittings Opening Balance Office Equipment Opening Balance 28 Feb 11 2 X Reminders Admin Print Retained Earnings 27757 65 Amount 23 50 Amount 3257 65 4000 00 10000 00 10000 00 500 00
34. een shown below will be displayed CASH TO BANK CHEQUES RECORD TRAN SAC Tord k Cheque Total L Tell Amami 0H me dg E bist Rant Tenaris 10 OFF ets FULLY Gert Dh fered cheque ie beens i FOUIPPED Dim Zed ko LD enb ot cio i eel MEETING Dm honin Lid FE enb ol oe 2 i eee Ei iepa Bess irei PATT 1 ROOMS Bari Peers Pea from Enter the amount of cash to be taken to the bank into the Cash Total box If there are any cheques to be banked they will be listed in the Cheques section You may select those to be banked Page 38 of 64 If you are only banking cheques enter 0 00 into the Cash Total box do not enter the cheques total into the cash box Finally click on the Record Transaction tab at the right of the screen to save these details Getting Money out of your Bank Account Select Get money Out from the Money dropdown menu enter the amount being taken out into the Amount box and click on the Record Transaction tab as shown below CASH FROM BANK Es Panne To Cea Frum Gani Gana Lee 120 Arresunti e i FREE DW Augi ii Business Cards Vst Recent Transactions Diii Cen Cah her a e Caer Diii Deio Dipp ha Lea D eenn Di a ey ee Ta i mF ae ob minutes nn a i Boye ee ee DD ee ee ee ra i Receive pa a Sot bispi Gen ice PES iy kH ai in days l Diii Bane Pee p rug am gt i e Transferring Money between Accounts When using this
35. en it s own reference number and saved in the same way as if it were a finalised invoice At a later time you can then select the quotation from the list of invoices and very simply convert it to an invoice by clicking on the Finalise Invoice tab When converted to an invoice the quotation number is used as a reference number Preview and Save as a Draft Invoice If you want to preview what the finished invoice will look like click on the Preview Save Draft tab As well as displaying the invoice as a pdf file if you have Adobe Reader installed this will save it in a Draft form To close the preview select the Close tab on the right If you do not have Adobe Reader installed and wish to install it visit the Adobe official website for further information at http www adobe com uk Page 23 of 64 Start Again Clicking on the Start Again tab reverts the invoice back to its original state on fist being displayed Delete Invoice Clicking on this tab gives you the opportunity to completely remove it from the system As it has not yet been sent to a customer it does not need to be recorded within the accounting system Invoice List This tab will display the list of invoices for this customer Page 24 of 64 Raising a Credit Note Creating a Credit Note is very similar to creating an Invoice The only difference is that you must select Credit Note from the Invoice Type on the New Invoice
36. ending on the nature to the data a screen will be displayed as shown below into which the new information may be entered Balance Brea Bslance Car Stalag Total af Ch Lintaconaled Transadions Detail Paid Dut Pard In Tish Cini feed dheu bo Bariki Finally save the change by clicking on Change Date Page 48 of 64 Different Reports to help monitor performance There are number of reports available in FreePlus Accounts that assist you in monitoring your business These reports are all available from the Reports icon dropdown menu see illustration below Reminders From Aaa Reminders lvgice Anssi 125 mam Trersscion Anayak ami Accoun Aan 3378 97 i Trial Balance Cash on Hand fda Year End Reports Fram amp Logs a Koninal Ledger Aged Debtors 7 Aged Creditors Stats WAT Report Invoices Overdue Ir nyia Report 1 Hi Iire He T Front Page This report is the initial screen seen once you have logged in and shows a summary of important information such as outstanding invoices reminders etc Page 49 of 64 Invoice Transaction Analysis These two reports provide a summary listing of invoices and transactions and both work in the same way You may easily select subsets of the total number of invoices transactions by entering filtering criteria such as date ranges customer names or partial names etc into the analysis section in the top part of the screen The total value of
37. erdue Invoices This will open a dialogue box headed Receive Money In see illustration below Next enter the details required into the fields provided including the full amount including any VAT add a description and then to record the money received click on Record Receipt at the bottom of the dialogue box PHOTOS LTD L eS a i e Kt sess Fa m i Myan Nelra M Duka Anrud Hrer Reminders Wel Wal Sids ora fe CAPATT SALTA er Tie ATR a Pata a Lk r VAI Anul CREATE AURTHA SE WADE Aiwa lu E Salar x E j ruraal Lele ma a T HELO MEHET I f ROA AY FAIT If you enter Invoice lt invoice no gt into the Description field the payment will be allocated to that invoice otherwise a new Invoice will be created Page 26 of 64 Tracking payments of Invoices When creating a new customer record you have the opportunity of entering your standard payment terms Generally speaking those payment terms will determine the date by which a payment is due based on the date that the invoice was created FreePlus Accounts monitors all invoices and where a payment Is overdue flags it up as Overdue You can list all invoices that are Overdue for payment plus those which are still to be paid by selecting List Unpaid Invoices from the Sales dropdown menu see illustration below F 1 oe aides Wonay
38. es Description Quantity VAT Rate yc fee Aa pa bt erty Laie iii Method B Select from Sales dropdown menu From the Sales dropdown menu select Create New Invoice indicated by the arrow in illustration below Typically this option is used for unlisted customers g T i ay 7 ai T 3 Lompany oaks unchass i wA Repons Rennders LIST Q Number of CSS en crm tices Page 1of1 Al 0 3 ABC g RU WARTS Record Woney in List Unpad heces List nvginks Unialioneatec Balance Credi DE Lisi Cosiomers Ce Lect Payments Chang Line AiR Si Mory s Sonc Adhd Hew Cuahomer Page 17 of 64 This will display the New Invoice page see illustration below Next if creating an invoice for an existing customer enter at least one letter into the Select Customer field This will trigger a dropdown menu of customers from which you select the relevant customer name In the illustration below to keep things simple the letter S has been entered into the Select Customer field triggering a dropdown menu containing only the customer St Mary s School See arrow X A Reports Rennders Admn Sri New Invoice Select Tustime 5 i St Mary s School L E AREN Company Mame Invoice Type Sales Invoice Address j Involte Pate ag hill F Inveice Humber System Generaled Post Code Customer Reference Reg
39. es See New Purchase Invoice illustration above Generally there should never be a need to print off a Purchase Invoice because one should have been received from the supplier which is why the Save amp Print tabs on the New Purchase Invoice page are separate If the Save tab on the New Purchase Invoice page is clicked then a details of the finalised Purchase Invoice are displayed and b there is an option to print off the invoice as either an Invoice or a Purchase Order If printed as an invoice the supplier address will be at the top right that is will be from the Supplier If it is printed as a Purchase Order the FreePlus Accounts User Company name will be top right and the Supplier s details appear on the left that is it is from the Company and to the Supplier Page 35 of 64 Payment for purchases made on account on credit When recording payment for purchases made on on account on credit the user should raise a Purchase Invoice as described above It can then be paid in the same way that a Sales Invoice is marked as paid Select List Purchases from the Purchases dropdown menu and then click on the Record Payment icon of the purchase invoice to be paid off as shown below DoTipans Sahece Pai reece WaT Reporis Raerencters eine E int Page 1of1 Branded D LEE Paid wad Steahae Pay brocs OfAuge 300
40. es 19 Next Steps Applicable to All Methods Entering invoice header and item 19 Amending or deleting an item on a draft INVOICE ccc cc ccc cceeceeeeeeeeeeeeeeeeseeeeees 21 Recording invoice as already Ppaid cccccsssssssesssseeeececcceeeeeeeeeeeaeeeeeeeseeeeeeeseeees 21 Nosr Seis PUM S sacs sect renee eth aanhceseeecoc T a ee 22 PANTS WING Invoeren a w nd T a a e 22 PHT AS CUO AU oes a a a A 23 Preview and Save as a Drant MVOC aicsns an e EA 23 SAAS aeeoea ea R a a a a 24 DELENO ne R E A E ees 24 oCo ereraa EAT E ae moe es 24 Rabng a crodi Nolasc eter ee ae cee 25 Receiving a one off casual PAYMENL cece cecccceeceseeeeeeeeaeeeseeeseeesaeeenaees 26 Tracking payments Of INVOICES cccccceccceeeeceneeeeeeeceeeesaeecaeeeeeseeseeeseeeaeees 2 Receiving Payment for one or more INVOICES cccseeeceeseeeeeeeeeeeeeeeeaeeeeeeeees 28 Partial and Full Payment s of a Single Inv01Ce cc cccseeeeeeeeeeeeeeeeeeeeeeeeeeees 28 Multiple Invoice Payment oseca or E E TE 30 Maikin dRe Mi enen r A 31 Creating Statements erisera n thats ee clan cebu E ed seatinen Saea 32 Page 1 of 64 Recording Payments to SUPPIiePs cccccccsececeeeeceeeeceeeeeeseeseeeceeseeeeeeeaeeses 33 Payment Av UNICO ONS 5252s cea acias ied casas N N 33 Crealing a Purchase INVOICE ssseseeceeretveiietenidoveetasrvaneeucnelaudieetedenmascoetenienl 34 Payment for purchases made on account on credit
41. gain access to your information Registration is a two part process In the Registration screen illustrated below complete each field and confirm that you accept the Terms amp conditions FREEPLUS ACCOUNTS REGISTRATION Thank you for trying FreePlus Accounts To get started we first need to collect a few details so as to ensure that only you have access to the account you are about to setup We take security very seriously indeed you can read our Privacy Policy here for full details and you can be assured that none of your details are ever passed on to any third parties What is private remains private Please note that throughout this system input fields that have a coloured background also marked by a red asterisk are mandatory fields and have to be completed You must complete ALL fields Your Email Address used as your login id Password at least 6 characters other than apostrophe Confirm your Password Choose a memorable word at least 3 letters numbers or spaces Confirm your memorable word Your Name Company Name How did you hear of Us va Promotional Code 2 E Confirm that you hawe read and accept our Terms amp Conditions Just resend my activation email OR Please enter your registered email address Sign Up Page 7 of 64 Once you have completed this part you will receive an activation email sent to the email address you have just supplied to enable you to activate
42. ges of dates TRIAL BALANCE LIST THI BALANCE 1s BAI AMCE SHEET Solo Gate Rag Curent Dein Fram 14 4pr if fa Baie Ta 0 Agg 71 i Balances Te eri tien You may also display the Balance Sheet by clicking on the Balance Sheet tab indicated Page 51 of 64 Year End Reports FreePlus Accounts has a number of Year End reports including Profit amp Loss Nominal Ledger Aged Debtors Aged Creditors VAT Report Invoice Report Transactions Report These reports are more for the benefit of the accountant rather than the business owner and so are not described in this manual Page 52 of 64 Miscellaneous Functions There are a number of functions within FreePlus Accounts that do not fall naturally into any of the preceding sections These functions are documented here Preferences You may set a number of system wide preferences to suit the way you work To do this hover the mouse over the Admin menu icon and select Preferences Test System All registered users have access to a test system which is a copy of their own account as at the previous day and which is re initialised daily To switch to the test system select Switch to Testbed from the Admin icon dropdown menu Once in the test system users may try out different aspects of FreePlus Accounts without fear of corrupting their own accounts To switch back to the live system just click on Switch to Live System
43. he Delete button of the relevant line item Recording invoice as alread aid If your customer has already paid you you can record this by selecting the No or Yes radio buttons located by the Paid in Full question If you select the Yes radio button a window to a dropdown list will appear to the Page 21 of 64 right of Yes By selecting the arrow in the window you can select the method of invoice payment Cash Cheque or Bank Transfer FreePlus Accounts will mark the invoice as Paid once the invoice is saved However before saving the invoice see Next Step Options below The Remarks box is provided for your convenience to allow you to communicate with your customer on the invoice as you see fit Next Step Options Once you have entered all the details in your invoice you have a number of options Finalise the Invoice If you wish to save and or send email the invoice click on the Save amp Lock tab Once you do that the invoice is allocated an invoice number and displayed on the Print Email Invoice page see illustration below in a form that can either be printed or emailed to your customer Instructions on how to print or email the invoice are given on the Print Email Invoice page under the invoice number as shown below and are repeated as follows The above invoice is ready to be printed and or Emailed To print the invoice click on the print button
44. how You may continue adding as many line items as you wish zZ t dd 2 X A Company Sales Purchases Money VAT Reports Reminders Admin Print Draft Invoice SAVE amp FINALISE INVOICE PRINT AS QUOTATION Company Name St Mary s School Invoice Type Sales Invoice Address Invoice Dat iz 18 College Lane nvoice Date 54 Mar 12 PREVIEW SAVE DRAFT Sometown Somewhere r Invoice Number START AGAIN PostCode DG8 1WS Customer Reference Region UK x Terms Please Select DELETE INVOICE Contact Name Mrs V Stern Email info freeplusaccounts co INVOICE LIST Paid in Full No Yes All available now on our dependable network Description Quantity VAT Rate Remarks Sub Total 554 90 VAT 110 98 Invoice Total 665 88 Line items may be re ordered by clicking on the up and down arrows next to the Edit Delete icons You may also enter free text into the items section by putting the word text into the Category field if no Category is displayed you may enable this from Preferences Amending or deleting an item on a draft invoice If you wish to make any amendments to items already entered just click on the Edit button see illustration above of the relevant item and the details will be copied back in to the item input section where you can make whatever changes are necessary and then re add it to the item list Similarly if you wish to delete an item just click on t
45. int after which the steps are the same These common steps are described below under the heading Next Steps Applicable to All Methods Entering invoice header and item after the description of Method C Method A Use Raise Invoice icon From the List of Customers left click on the Raise Invoice icon of the relevant customer The Raise Invoice icon is indicated by the arrow in the illustration below This will display the New Invoice screen with many details already filled out amp 2x A Purchases Honey yA Repos Remar Ad rina riri LIST OF CUSTOMERS Humber of Entries Found 1 Pape 1of1 AIOPGABECOEFGHIJKLMNOGPORSTUVWEY2 Uni earthed Balance Credit Post Code Contact Payments Daing Limi Aclions Mis Y Stem Alternatively you can click anywhere other than the action column on the row of the selected customer display the Customer Details screen and then click on the Create New Invoice tab An example of the New Invoice screen with these customer details already filled out is shown on the next page Page 16 of 64 Company Mame id St Mary s School Invoice Type Sales Invoice Address THA i a fey 1 The Playgreund ee 0 hal h Ga Toyrown Someshire A lirema Number 3 Syalem Generaled Post Code PR4S IAS Customer Reference Region UK Tz Terms 78 Days e Contact Mame Mirs V Stern Email ystemmstmansschool co Paid in Full wo v
46. ion LIK Terme Please Select I ContactName Email Palid in Full po yes Description Quantity VAT Rate Category Unit sub YAT SAT Desoription Price tity Total Raabe Amt Total Edit Tor Perce nal pa l re lina a Raising an invoice for a unlisted customer You can also use Method B when creating an invoice for a customer not in the existing customer list When saved you are given the option of saving the customer details as a new customer record Choosing this option will create a new customer record and save the invoice under that customer Otherwise the invoice is saved under the generic unlisted customer entry Page 18 of 64 Method C create from existing similar invoice Where you wish to create a new invoice that is substantially the same as a previous one select the invoice that you wish to copy from the list of invoices displayed either by clicking on List Invoices illustrated by one arrow below or by selecting the relevant invoice from the Customer Details screen and finally click on the Copy to New tab at the right illustrated by a second arrow below Wom X A lepaka Horm ata A tml REC DAD PASE T ee dare raria Seon inner ir rhoed levokes Type Sales branta PRHE COPT La Dug wera wen kd hrezrar Hanike Inesice Printed FPH IRER Ad hw Derma c Dw Pi REN mamear lue chy Puri Lo Hr a Luaunr Heba Ter AO we Rmin LE T
47. ion process The final stage is to record the fact that the VAT payment has hit your bank account Whenever you carry out a reconciliation of your current account statements after you have completed Step 2 a section will appear above the Bank interest charges section showing the VAT to be paid refunded Once this figure appears in your statement enter the date of the transaction and click the Add button The transaction will then appear in the transactions section of the screen in the same way as other transactions Previous Returns You may view previous returns at any time by selecting List VAT Returns from the VAT icon dropdown menu Doing this will display a list as shown below summarising all previous returns To view the detail of a return just click on the relevant entry TEEL Heporis Hemmders 477M on VAT RETURNS Number of Eniies Found 1 Page 1 of 1 Completed Filed 0 amp 1 01 Apr 11 a Jun 117 Gr4 o0 21 Jul 77 02 Aug 17 Coo abe Page 46 of 64 Correcting Mistakes Although FreePlus Accounts is particularly easy to use inevitably there will be occasions when mistakes are made that need to be corrected Unlike many other systems FreePlus Accounts takes the view that once a Sales invoice has been raised and probably sent to a customer it should not be deleted from the system Doing so disrupts the sequential nature of invoice numbers and can make it very difficult to easily audit the accounts De
48. leting Sales Invoices In consequence Sales invoices can only be deleted that is removed from the system in very limited circumstances There are two such circumstances The first is whilst the invoice is still in a Draft form and the second is immediately after it has been saved in its Final form and provided there are no later invoices Other than that they can only be Voided where they remain on the system but totals are reduced to zero or Written Off where the invoice becomes paid up and the outstanding balance is added to the Bad Debts nominal code Except as described above the only way to correct an incorrect Sales Invoice is to carry out a reversing entry by creating a credit note for the incorrectly issued sales invoice Deleting Other Entries Mistakenly entered Purchase Invoices transactions and transfers on the other hand can be very easily corrected provided they are still open that is not locked to a bank statement or if applicable a VAT Return Correcting these mistakes is simply a matter of deleting the entry whilst in the List Transactions screen To delete such an entry first select List Transactions from the Money icon dropdown menu The screen will now display a paged list of all transactions most recent first Those transactions that may be changed or deleted are displayed in bold red Hover the mouse pointer over the Detail description of the entry to be deleted and
49. lier is paid In practice for a small company credit is unlikely to be extended in any meaningful way by suppliers and it is therefore best to opt for the cash accounting scheme However you should speak to your accountant to determine what is best for you A variation of both of these schemes is the Fixed Rate Scheme FRS In this scheme the VAT on sales is calculated as a percentage laid down by HMRC depending on your type of business but no VAT can be reclaimed on purchases Again you should speak to your accountant to determine whether this option is favourable to you Although there are other VAT schemes FreePlus Accounts only handles those mentioned in effect Standard Accounting Cash Accounting Fixed Rate Standard Scheme Fixed Rate Cash Scheme If in the future you wish to check which VAT Accounting Scheme has been selected by your Company within FreePlus Accounts select the Company Details option from the Company icon The VAT Accounting Scheme selected will be the one visible on the Company Details page Making a VAT Return Although you can view the totals and the entries that make up those totals for your VAT Return at any time you can only actually do anything with it once the VAT quarter has passed It is only at that point that additional tabs as shown in the illustration below become visible Page 44 of 64 VAT RETUR me ij Up ta 30 Ju LIST VAT ENTRES _ COMPLETE amp CLOSE
50. n optional additional feature Further details are available under Features accessible from the login page VAT Phunky Photos Ltd is registered for VAT Value Added Tax so importantly we show you how to account for VAT and how to ensure that you pay what you owe and no more to HM Revenue and Customs HMRC using FreePlus Accounts FreePlus Accounts has been written for United Kingdom registered businesses Page 5 of 64 If you are unfamiliar with VAT you can find a description of what it is and which would be the best Scheme for you on the HMRC website At the time of writing this manual the appropriate page of the HMRC website was http www hmrc gov uk vat index htm If your business is VAT registered you will need to activate the FreePlus Accounts VAT functionality The process for activating the VAT functionality is described below under Entering Initial Company Details including VAT registration and any Opening Balances Year End Reports This manual also shows you how to generate year end reports for your accountant if you have one or for Companies House and HMRC Finally we show you how you can use some of the reports to ensure that your business is moving in the right direction Page 6 of 64 Registering to use FreePlus Accounts Before you can start using FreePlus Accounts you must register for a user account This is very easy and only takes a few moments and once completed means that only you can
51. nd a descripton and then click on the Record Payment button FreePlus Accounts will then create the purchase invoice and as confirmation display a list of all expenses invoices including the one just created Pay Expenses At some later point when you are going to reimburse yourself for this expenditure Select Pay Expenses from the Purchases icon dropdown menu select in the same way as that described above for Multiple Invoice Payments the invoices you wish to pay off Enter the total to be paid either by clicking the Amount being Paid text or enter the total manually and then click on the Record Payment tab The screen will be updated to show the selected invoices as Paid Page 37 of 64 Transferring Money It is easy to record transfers of money into your accounts out of your accounts and between your accounts using FreePlus Accounts All of these tasks are accessed from the Money dropdown menu as shown below I cinpany Salas Purchases Pory HA Reoorls Rearrange ed Transactions Lit Aecounts Reminders Current 4ocount Balance JIf0 92 Su Money in Cash on Hand 556 00 m Indencaiiod Chague i Gel money Dul Uidencetiod Cheques 0 00 3 Tranafer Money Total Detoore 0 00 ri Li P PEE Tole Creditors 1080 00 VAT due ihe quarter 206 05 eke ts 1 Putting Money Into your Bank Account Click on the Put Money In option of the Money dropdown menu The scr
52. nlo farTads gt Type of Business Photog q raphy VAT Accounting Scheme Standard Accounting a Although not mandatory it would be a good idea at this stage to enter your bank details as if they are there they are printed on invoices Important Account Activation for VAT Registered Businesses Page 9 of 64 If your business is VAT registered you will need to activate the FreePlus Accounts VAT functionality In order to do this it is important that immediately after you have entered the above described details about your company you log out of FreePlus Accounts and then log back in again Until you log out and log in again the software will continue to operate in non VAT mode Once you have logged out and logged in again at this point FreePlus Accounts indicates that it is in VAT mode by displaying the VAT icon among the row of icons across the top of the screen The VAT icon is indicated by the arrow in the illustration below SAVE THESE DETAILS COMPANY DETAILS T ae START AGH Company Hare Phucky Photos Loo Company idrar AT TRA MAL AS The Visual Srudic Valley Euwea Fark Opening Balances You may add as many Opening Balances entries as you wish In order to do so click on the Set Opening Balances tab as shown above and the screen illustrated below will be displayed amp a y Purchases Money Reports Reminders Admin Nominal Account Date ES Retain
53. out by selecting Company Details from the Company menu icon and then selecting from the dropdown list of layouts towards the bottom of the screen Similarly you can select a default layout for a specific customer and also for a specific invoice when creating it Page 61 of 64 How to Perform Common Tasks in FreePlus Accounts This section describes how to use FreePlus Accounts to carry out various common tasks Invoicing a Customer In general it is best to first create a customer record for those customers to whom invoices are to be sent If the invoice is a repeat of a previous invoice Click on Sales and select List Invoices or List Unpaid Invoices Click on the invoice to be repeated Click the Copy to New tab Make whatever changes are necessary Click the Finalise Invoice tab Print or email the resultant invoice If this is a new invoice Click on Sales and select List Customers Click on the customer to be invoiced Enter details of each line item to be invoiced clicking on the Plus button to add the item to the list When finished click on the Finalise Invoice tab Print or email the resultant invoice Record Payment for a single Invoice Click on Sales and select List Unpaid Invoices Click on the Pay icon of the invoice to be paid Enter the amount and date of the payment Click on Record Payment Record a Payment for Multiple Invoices Click on Sales and sele
54. page see illustration below Alternatively you may select Create New Credit Note from the Sales dropdown menu _ Honey 2 x Reports Recnders Adan Print l Pe Kinks lanl Company Name S Mar s School Invoice Type Credit Hote Add j PRENI SS TAA The Pla yground Credit Hole Date 29 Jul 11 a Toytown ie toni u Someanire 4 Credit Hote Number System Genersted Post Code PRAS OAc Customer Referente Region UK Terms 28 Days Contact Mame his Y Stem Email wstermiietmarysschool ca Paid in Full no Yea If this credit note is a refund for an earlier invoice you may automatically apply the refund total to the invoice by entering Refund for Invoice lt invoice no gt into the remarks field where lt invoice no gt is the invoice to be credited It is important that for the value to be correctly allocated the invoice number is the last word in the remarks field Page 25 of 64 Receiving a one off casual payment To enter a casual payment select Record Money In under the Sales dropdown menu as shown below Fi a a pad Company Sales Sy Ghaeas Wonay WAT Sais Hamidarg Aad Prit Liat Unpaid loans el Liat invoices Key Balances Remi Grabe Haw nyoka Guran Actmint Baars Record Money in Cash on Hand List Customers Undeposied Cheques Tote Dethora Sune Hew usr Total Creditors vaT da fie querer Stats Ae EEN Ov
55. r in which the entries are listed by clicking on one of the column headers Page 42 of 64 Money YAT Rept Pemitigrg TRANSACTION l LIST Standard Bank Account 54936678 PPPE stmt 1 Number af Entities Found 4 Page 1 of 1 Detail Paid in Balance Balance Browght Forward Ghica Supplies Lid 500 cheeks of photogmpric papa Glee Supplies Lhd e400 seek of photegmpnle papa St Mey School levee 100001 Bank Payment Chaerges Balanoe Casried Fomward Statement reconciliation should be carried out for all accounts An Alternative Method As an alternative to the method described above FreePlus Accounts has developed an alternative process that utilises your bank statements Please read the separate guide An Alternative Metod to Reconcile Accounts if you wish to use this method Page 43 of 64 VAT Returns VAT Schemes For those companies registered for VAT completing the VAT return accurately and on time is an important task HMRC issue fines for late submissions At the time of writing this manual there were two main VAT schemes recognised by HMRC The first called the Standard Accounting scheme requires that VAT is owed to HMRC at the point that an invoice is raised for sales and VAT is due at the point that a purchase invoice is received In the second the Cash Accounting scheme VAT is payable to HMRC only when payment has been received from the customer but VAT is only claimable when the supp
56. regular invoices We do this by Copying to New the most recent invoice for that customer and making sure that it becomes due for payment on or before the end of the month At the end of each month once we have received our bank statements we carry out a reconciliation on both our current and deposit accounts At this time as we run through our statement we add any purchases that appear and for which we have a supplier invoice using the Record Money Out option on the Purchases icon dropdown menu We update all sales invoices for which we have received payment and add any bank interest charges and any outstanding VAT payment refund When the difference is zero we Accept amp Lock the reconciliation Once the bank statements have been reconciled and all our customer accounts are up to date we then send out any customer statements Ad hoc invoices we raise as and when required and on the rare occasions where we need to send a purchase order and we know that we are going to make the purchase we create a Purchase Invoice and print it off as a Purchase Order Finally at the end of each VAT quarter when the system reminds us we create our VAT return and send it to HMRC Whenever we do log in to our account we always check to see what invoices are still outstanding and if necessary chase up payments Page 64 of 64
57. rs Record payments to suppliers Make sure that bank statements tally with payments received called bank reconciliation and Where applicable make VAT Returns Generally monitor the financial health of the business through the use of various analytical reports Generate various Year End reports to make it as easy as possible and therefore as cheap as possible for an accountant to carry out the necessary year end procedures Most accounting software systems are complex to use and require some knowledge of accounts and accounting practice FreePlus Accounts is different because it has been designed from the perspective of the busy small business owner manager it provides the needed functionality but keeps the complexity hidden in the background where it belongs Accounting Tasks The tasks for which the business owner manager uses an accounting system typically fall into four broad categories Once only type functions such as entering company details Occasional functions such as entering details of a new customer Regular functions such as carrying out bank statement reconciliation on a monthly cycle Frequent functions such as raising invoices and recording payments to suppliers This manual will focus on those regular and frequent tasks that form the bulk of the work of maintaining an accurate accounting system Page 3 of 64 Purpose and Approach of this Manual The purpose of this manual is to describe how to use FreePlus
58. the account you have created Once your account is activated you can start using it and benefit from the many features and benefits of FreePlus Accounts Page 8 of 64 Starting to Use FreePlus Accounts The next section of the manual describes how to begin using FreePlus Accounts once you have registered as a user Do not worry about making mistakes There is an option on the Company menu that will enable you to delete all data other than Company details and optionally customer records Therefore in the early stages you can experiment as much as you like until you feel that you have got everything just right Entering Initial Company Details Once you have completed the registration process the first thing that you need to do is to enter details about your company These details include the company address registration number financial year end month VAT details if the company is registered for VAT see below and a number of other pieces of information that will enable FreePlus Accounts to be used in managing your accounts You must also select the type of business that you are running so that FreePlus Accounts knows how to best set up your accounts Purchaaca El ane yi COMPANY DETAILS Company Rame Phunky Photos Ltd Company Addresa The Visual Studia Walley Business Fark Any Town any County Post Code Le BLE Telephone Humber 97335 67999 Company Regiciratio
59. then double click the left mouse button You will be asked to confirm the deletion by clicking OK Once you Click on OK the transaction and if it relates to a purchase invoice the purchase invoice will be deleted Altering Incorrect Nominal Accounts There are times when you inadvertently assign a transaction to the wrong nominal account Fixing these mistakes by re assigning to the correct account is very easy Select Chart of Accounts from the Company dropdown menu and click on the nominal account that holds the incorrect entry A list of all of the entries for this account is displayed Double click on the date of the wrong entry and a small window will open as shown by the orange arrow in the illustration below Page 47 of 64 Change Photo Supplies Photog Admin From Code 6000 y NIS To Fixed Assets OTHER EXPENS Feed Assets l t Balance 166 83 Number of Entries Found 1 Page 1 of 1 Debit Credit 100 83 Select the correct nominal account and then click on the Change Nominal Code button to save the change Changing Existing Data Only data that is in columns marked by a green edit icon in the top left corner may be changed An example of such a column is the Date column in the Unreconciled Transactions listing described earlier see illustration below To alter data in one of these columns double click the left mouse button with the mouse pointer in the field to be changed Dep
60. van Balance Ercoughi Forward JEC Gaisce Carried Forward 3182 92 aaegat hel 10 OFF Shibemest Diera J FILLY Teil of Checked Heme 32 55 n EQUIPPED Lin rieoa red had Trani ect res MEETING he ses ROOMS Aaa Darl Pain mi ozan DP Socios le BE eee eee ee THII yl fram ozan Shim Soppi ar E BE VAF T eee papa TETI i Hi T 1 K0 oa aey ehna irian RIT xmm B TT Drt Peer epee ed fat people Complete the reconciliation process by entering the Balance Carried Forward total shown as the final entry on the bank statement All being well the Statement Difference and Total of Checked Items should agree if for some reason the two totals do not balance you will need to discover why and then correct the erroneous entries Two of the columns of the Unreconciled Transactions list have a small green mouse in the top left This symbol denotes that you can make changes to data in these columns The section Correcting Mistakes describes how to do this Please note that double clicking on the description entry will after asking for confirmation delete that entry from your accounts Once the two totals are in balance click on the Accept amp Lock tab to lock those entries The updated statement for this account which should match the bank statement as shown below will then be displayed For accounts that are configured to allow upload you may upload a copy of the bank statement You may reverse the orde
61. y to the right of the main menu bar Using this you can very quickly display sets of invoices that meet certain search criteria The search processing starts as soon as there is a short pause in the characters being entered thus it is very easy to search on partial data Entering just an invoice number or partial invoice number will display all invoices both sales and purchase that match the input Entering alphabetic characters plus optionally numeric characters will display all invoices for customers suppliers matching the input Entering a currency amount both pounds and pence eg 100 00 will display all invoices for that total amount ie including VAT Entering an equals sign followed by a currency amount will display all invoices with a net total ie excluding VAT of the input Entering a hash sign followed by any text will Search for invoices with a customer reference matching the input All invoices that match the input are displayed in a summary listing Page 54 of 64 Subscriptions Although FreePlus Accounts is a complete and comprehensive accounting system that will meet the needs of the vast majority of small businesses there are nevertheless some additional functions that some users may wish to avail themselves of These functions include Removal of advertisements Design your own invoices and other documents Additional Nominal Accounts Additional user login ids The ability to upload documents and att

FreePlus Accounts User Manual

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