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CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
CloudAccountMalta Invoice System
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CloudAccountMalta Invoice System

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Information on the basics of using the CAM Invoice System

Information on the basics of using the CAM Invoice System

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  • 1. The Sales SystemHow to create invoices & much more….. 199 Eucharistic Congress Street Mosta MST9036 Tel: 20 60 12 20 www.cloudaccount.com.mt
  • 2. Sales System (Invoicing)Duration: 2 – 2.5 hoursKnowledge Base: Has used a computer before and knows Windows. Some basic accounting skills is essential.For whom: For those who are creating invoicesDescription: The course covers the basics of the sales process, theCloudAccount system functionality and operation of working practicesContents: Basic Account overview Setting up a Customer (debtor) Creating Product Codes Add a company logo to an invoice Create an invoice, credit accounts and special offers Send documents by email Transactions and status list of Customers (debtors) VAT Report Create Claims from the Sales SystemVenue:Trainer:Contact telephone number:
  • 3. Table of ContentsTasks & Lessons PageLog in ………………………………………………………………………………………………………..Select Application………………………………………………………………………………………Sales System………………………………………………………………………………………………Task 1: Set up a Customer (debtor) on the system……………………………………Task 2: Create a product / service in the system……………………………………….Sample of Account…………………………………………………………………………………….Task 3: Add a company logo to an invoice…………………………………………………Account created in step 5…………………………………………………………………………Task 4: Create an Invoice and a Credit Invoice………………………………………….Task 5: Create a Special Offer…………………………………………………………………..Task 6: Create a Contract………………………………………………………………………….More Features and Functions……………………………………………………………………The Reports………………………………………………………………………………………………Reports of the Sales / Invoice System……………………………………………………….Reports from the Customer Listings…………………………………………………………More Reports…………………………………………………………………………………………..Help (F1)………………………………………………………………………………………………….Shortcuts …………………………………………………………………………………………………
  • 4. LOG INStart by entering the URL www.cloudaccount.com.mtand click LOGIN in the top right hand cornerThis opens the LOGIN page shown belowYou need to select the system you want to access from the dropdown Menu in this caseAccounting/Invoice. Enter your USERNAME and PASSWORDaccordingly and check the box ifyour computer is behind a firewall. Once complete click on the LOGIN buttonWrite your details below for future reference!My User Name: ……………………………………………………………………….………My Password: …………………………………………………………………………………
  • 5. Select an Action from the MenuIn this case – Invoice System.Once you click on the selected button this will launch a new site. Sales / Invoice SystemWhen the sales system is activated, the screen below is displayed. 1 1 2 1 3 1The screen is divided into 3 sections 2 1 the menu bar, the document tree and 1 3the document itself. 1
  • 6. The document tree shows the documents you have to choose from and you can double click on them to select theone you want to work with. You can control the number of documents you want to see in the tree by selecting themin the settings. We can show you how later!
  • 7. Task 1: Create a customer on the systemSample Data to input:Name: Cloud Account Name: Mary RefaloCompany / ID Card No.: C 12345 Company / ID Card No. 0054321MAddress: 199 Eucharistic Congress Street Address: Refalo House, Triq L-GholjietCity: Mosta City: Xaghra, GozoPost Code: MST9036 Postcode: XGH123Contact: Emma Camilleri Contact: Mary RefaloPhone: 20 16 12 20 Phone: 21 20 21 20Name: Creditinfo Malta Ltd Name: Kitchens R USCompany / ID Card No.: C 54321 Company / ID Card No. C 2468Address: 199 Eucharistic Congress Street Address: 12 Main StreetCity: Mosta City: MelliehaPost Code: MST9036 Postcode: MLH789Contact: John Paris Contact: MarikaGrechPhone: 21 31 2344 Phone: 21 20 21 20Go to the MENU OPTIONS at the top of the screen and select Actions then Master Data then Customers
  • 8. You can SEARCH for customers that you have already input by clicking on the FETCH button. This will open a searchbox. There you can enter various search criteria such as Company / ID Card Number, Name, Address, City etc. If youthen double click on FETCH in the SEARCH BOX without inputting any data your whole list will be shown.If you click on the CREATE button this will allow you to enter data about a new customer. So click CREATE then clickon the GENERAL tab and fill in the data from the previous page.EMAILThe email address you list here will be used for all documentation sent via the system (e.g. invoices and offers). Ifyou leave this blank then every time you want to send this person an email you must input the email address ratherthan the system auto inputting it for you.Contact Name – this Contact will be used on the invoice however you are able to overtype it on the invoice.
  • 9. Now click the EXTRA tab and add any further data here.Printing languageHere you can select which language to print the invoices in. The Column Names & Headers will be printed in theselected language but any other text you have inputted yourself will remain in the original language / format youhave typedCurrenciesYou can select a specific currency for your customer, this will be automatically selected when the customer isregistered in the account.PO BoxYou can enter a different address here if the Customer has both a PO Box and a physical address.Customer GroupYou can select a Customer Group if you choose to (you don’t have to select anything here but many people find thisuseful for sales analysis). You will need to create these Customer Groups under a separate menu - we will show youhow to create Customer Groups later!WholesalerIf you check the box for Wholesaler then the customer will receive the wholesale price of the products you sell themwhen creating an invoice. We will show you how to set a whole price when creating product groups.PaymentIf this customer is going to pay you in advance or in the same way everytime (eg they have set up a Direct Debit,Standing Order, Bank Transfer or provided you with their credit card details so you can take the payment whenrequired without asking for the details each time), you can select one of the various payment options. You willcreate these Payment Methods in a different section – we will show you how later! Most people would list“Electron”, “Visa”, “Mastercard”, “AMEX”, “BOV”, “HSBC”, “CASH/CHEQUE”. You will then be able to gather each
  • 10. of these entries under the same payment method in a report for analysis . It also means there is no need to set thedetails for the customer every time they make a payment.VAT NumberHere you can list the customers VAT number if they have oneIndustry CodeHere you can list the NACE code if you want toContact PersonYou may have an alternative contact person you may wish to listDiscount Type & DiscountYou can select a fixed discount for your customer if you wish for them to receive the same every time (this can beoverridden when creating an invoice should you wish to change it). You can choose % or Euro in the Discount Typeand then in Discount you can type in the number i.e.5 % or the Euro amount e.g. 15 euroReference NumberYou can create your own unique customer code generally it will be 3 letters and 3 numbers e.g. CloudAccount Maltawould be something like CAM001 but you can choose your own reference system.
  • 11. Task 2: Creating Products / Services / MaterialsProduct Name: ESR1445AKey Account: Account System 18%Sale Price: Euro 3.85 (excluding VAT)Text: BEARMACH air filter for LR Discovery 1 300 TDi 1994-1999Product Name: Rubber Mats for LR Disco 1Key Account: Account System 18%Sale Price: Euro 35 (excluding VAT)Text: Fitted rubber mats for Land Rover Discovery 1Product Name: RHF Headlamp for JAG XJSKey Account: Account System (excluding VAT)Sale Price: Euro 125Text: Right Hand Front Headlamp for Jaguar XJSProduct Name: ESR1445Key Account: Account System (excluding VAT)Sale Price: Euro 6.35Text: Mann & Hummel Air Filter for LR Discovery 1 300 TDi1994-1999From the MAIN MENU select ACTIONS then MASTER DATA then MATERIALS
  • 12. If you have already created a list of PRODUCTS/SERVICE/MATERIALS you can search for these by clicking on theFETCH button and typing in a variety of search terms e.g. Vendor Material Number, Material Group, Search Item,Description or double click FETCH in the SEARCH BOX and the whole list will appear.To create a new PRODUCT/SERVICE/MATERIAL you need to click on CREATE and then click on the GENERAL tab.Here you enter the basic information for the new PRODUCT/SERVICE/MATERIAL.
  • 13. Product Number (seethe heading at the top of the page e.g. Material 0)This product number is automatically generated and cannot be changed. Prior to the new Product/Service/materialbeing saved the heading will always show “Material 0” and then change afterwards.) Please note that whatever youtype here will be shown on the invoice (note the case it is written in and be careful of typos etc.!)DescriptionThe name of the product is something descriptive – this will be shown on the invoices. It may be a part number. Youare limited to a maximum of 41 characters including spaces.Vendor Material / Supplier NameThe supplier name doesn’t appear on the invoice but you can change the report settings. You may wish to use aSupplier Code here i.e. something alphanumeric, it can be anything you choose to input (can also be blank). You candecide whether it appears on the invoices or whether you use it as a search criteria.Material GroupIt is a good idea to give each item a product group in order to classify it and thereby allow you to filter these groupsin reports. You will need to create Material Groups – we will show you how later!Purchase PriceThis is the unit price you paid for the product.If the CloudAccount Inventory System is used the last known purchase price will automatically appear here based onwhat you have entered, otherwise simply enter the purchase price here.Cost PriceThis is the total cost of the product i.e. purchasing price, any additional labour or production costs (painting it),transportation costs, import duties, packaging etc.Please note that if you are using the CloudAccount Inventory System, the cost price of the product doesn’t appearuntil you have booked a transaction in your Invoice System as a Sale or a Purchase in the CloudAccount FinancialSystem. The System will use an average calculation to find the cost price and will calculate on any assessment of it.Wholesale PriceThe system will use this price if you choose to provide a reduced price for Wholesale customers (you will need tocheck the Wholesale box when creating a customer – see earlier notes)Sales PriceThis is the selling price / retail price. This will be used on the invoices if the Wholesale box is not checked on theCustomer file.Search TermThis will be automatically input when you type in the DESCRIPTION however you can over type it if you wish. Eg youmay use a part number for the DESCRIPTION and just a name for the Search term – egESR1445 Air Filter.G/L Account or the Accounting KeyIt is vital to choose the correct ACCOUNTING CODE for the product so that it conforms to the correct VAT category.Generally you will select 18% but some items do attract different VAT amounts. It is also necessary to select an
  • 14. appropriate accounting code so that if the CloudAccount Financial System is used it is able to book the salestransaction with the appropriate VAT amount also.UnitYou can register a unit number of products (e.g. if you buy a tub of tablets you can say whether it is 30 qty, 60 qty,90 qtyetc)Wholesale IncreaseThis shows the mark up % from the cost priceSingle Item Increase (Sales Price / Retail Price)This shows the mark up % from the cost priceActiveIf this box is checked the product is Active – however this maybe a product you currently don’t stock so you canuncheck the box to make it inactive. When you SEARCH for products only the active items will show though!In the EXTRA tab you can record additional information such as fixed discounts, Weight & Size of the Unit.In the TEXT tab you can free type information you wish to appear with the product on the invoice. This text willappear directly below the product line on the invoice.Additional Boxes (you will only see these if you are using the CloudAccount Inventory System)These willappear on the GENERAL tabMinimum InventoryYou can record your minimum quantity levels of the product. |this will enable you to create a report showing all theproducts which are at the minimum level or below so that you can decide whether to re-order them or not.Service ComponentIf you prefer you can select the “Service Item” so that the System does not record an inventory of the product code.
  • 15. Demo Account – Invoice TemplateYou can add your Company logo to your invoicesYou can create space to print adverts on the invoices which saves you printingseparate advertsText can be written in the Description fieldPreprinted text can be selected from the text fieldsInvoices from the CloudAcccount System are electronic and the electronicaccounting system is in accordance with regulation 598/1999 ADD A JPEG OF AN INVOICE
  • 16. Task 3: Add your Company LogoTo add your Company logo to invoices and other documents in the Reporting System, firstly select ACTIONS thenREPORTING (Ctrl +R). The REPORTS open up in a separate Window on your screen.Then click on Accounts & Offers in the left hand menu on the screen
  • 17. Next click on the link “Click here to add Company Logo” and a new window / box will open.Now simply on CHOOSE FILE then select the logo from your fileseither by double clicking on the icon/file name or bytyping in the file name in the box and then click OPEN. The name of your file appears in the text box so just click onINSERT.PLEASE NOTE YOU CAN ONLY USE GIF IMAGES AND THESE MUST BE PER THE SIZE INDICATED ON THESCREEN.
  • 18. How to Invoice in 5 easy steps!1. Select the ACCOUNT in the navigation pane at the top of the page and click CREATE2. Select a customer3. Record the details4. Select the products (item number or double click and choose from the Product Lists you have input5. Post the Invoice 5 1 1 3 2 1 3 1 3 4 1 3
  • 19. Task 4:CREATE AN INVOICEA: Melissa requires a new air filter (ESR1445A) for her Land RoverCreate an invoice for her for the part. The amount is 1 quantity and the price is as per the fixed price in the system.Make a note in the description box that she has “30 days warranty on the part.”Print out the invoice on the screen.B: Keith buys 4 quantity rubber mats for his car.Create the invoice. The amount is 4quantity. Use the price in the screen. Print out the invoice.CREATE A CREDIT NOTEC: Keith returns to your shop a few days later to return the 4 qty rubber mats as they are damaged. He would like arefund. Find the invoice that you created and reverse / credit the invoice – the CREDIT INVOICE button is located atthe top of the invoice screen. If you want to change the date to reflect the date he returned the mats you can dothis.CREATE AN INVOICE WITH A DISCOUNT AND CROSS REFERENCE IT TO THE CREDIT NOTED: Keith buys 4 more rubber mats. It is a good idea to cross reference the previous invoice and the credit invoicewhich you created on the new. This time discount the price by 10% due to the inconvenience caused. If you want tocreate a credit note with a direct link to the reference, double click on the original invoice then select ACTIONS –CREATE - CREATE WITH REFERENCECREATE QUOTATIONE: Mr Damato would like a quotation for 40 rubber mats. Create a quotation, select the quantity, change the price.Download the offer and send the quote by email.F: Mr Damato advises us that he accepts the quotation. Double click on the quotation click on ACTIONS – CHANGE –you can then modify the quotation ie the Memo (this doesn’t print on the quotation or the invoice only theDescription box will show) – you can change the date etc.CHANGE THE QUOTATION TO AN INVOICENow change the quotation to an invoice by selecting INVOICE DOCUMENT. Then post the invoice, you will notice thequotation moves from the quotation area in the tree to the invoice part of the tree.CREATE A CONTRACT / REPEAT INVOICEG: Melissa Pace would like to order a monthly subscription of “The Executive” for her company. She needs 5 copiesevery month at a price of 5 euros each. She will take a 12 month subscription.Create a CONTRACT.Select the customer using the SEARCH button.Select the first payment date and as it is a 12 month subscription select the final payment date 132 months late.Select the payment method. Choose the frequency of the payments – in this instance monthly. The final date willbe automatically filled in. The date you chose for the start date will be the same date used for invoicing everymonth.
  • 20. You can free type the material if this isn’t already listed in your material groups however you will have to input theVAT selection and any discounts etc.TO CREATE THE INVOICE EACH MONTH RELATED TO THE CONTRACTSClick on ACTIONS then CONTRACT RUN.Fill in the dates and select FETCH this will provide you with a list of all the contracts pending invoicing within thattime period. You then have the option to individually select the invoices you want to create or you can select all ofthem. The invoice is then shown in the document tree. From here you can choose to print the invoice or email theinvoice. If you have already selected on of these options when you initially created the contract then this will becarried out automatically. If you didn’t check either or both then you will have to do this manually in the system.OTHER FEATURESCreating autotype text to save timeACTION – MASTER DATA – TEXT you can select text to write on your documents to save you the time of writing iteach time. People use this for warranty periods, term the quotation is valid for, payment period (30 days) etcCreating payment methodsACTIONS – MASTER DATA – PAYMENT OPTIONS you can use this to input a number of different payment optionseg BOV, HSBC, credit card, Cheque, Cash etcPRINT OR EMAIL MULTIPLE DOCUMENTS TO VARIOUS ACCOUNTSACTIONS – MASS PRINT or MASS EMAIL - you can use this when sending a special offer/quotation out to all yourcustomers or if you want to print all the invoices for a certain day, month etc. You will not be given a print previewoption they will automatically print to whichever printer you are linked to. Equally the email will be automaticallysent without a preview.SEE RELATED DOCUMENTSACTIONS – RELATED DOCUMENTSADD A COMPANY LOGO ON INVOICESACTIONS – REPORTING-SELECT ACCOUNTS AND QUOTATIONS – CLICK ON THE LINK “CLICK HERE TO ADD NEWCORPORATE LOG - SEE PREVIOUS NOTES FOR FURTHER HELP.This option is only available if you have the CLOUDACCOUNT CLAIMS softwareBANK TRANSFERSACTION – CLAIMS – CREATE REQUIRED FILE / SINGLE CLAIM - this enables you to link with the bank you haveselected in the system and request payment from that bank for the specific customer invoice.
  • 21. REPORTSSales System ReportsClick on ACTIONS – REPORTS and a separate window will openHere you will have the option to selectSales ReportsProducts (Prints a lists of all the General Ledger numbers)Settlement List (provides you with a summary of all the accounts that have been issued. They can be groupedtogether by customer).Activity List of all Products (a summary of the sales by product category and customer)Reports from Customer AccountsCustomer List (List of all customers / debtors)Activity List (Lists all transactions of an individual or all customers)Channel List (the current position of your customers / debtors)Other ReportsVAT Report (breakdown and summary of the VAT related sales)Calendar (an overview of all transactions in a chosen time frame)Financial (Economic & Operation) HELP (F1)This will take you to our online TECHNICAL HELP MANUAL.
  • 22. SHORTCUTS FOR THE SALES SYSTEM Windows –xp / vista ACTION / EXPLANATION Mac OS X Note that the FN configuration in System Preferences / Keyboard / use all F1, F2 etc…)Ctrl + L Incorporate Line Ctrl + LALT + DCtrl + S SavingQuotations, credit authorisation, Ctrl + S Delivery Notes or InvoicesCTRL + B Book account / posttransaction Ctrl + BAlt + R Reverse account Alt + RESC Cancel, cancel the action you have started ESCALT + F4 Closing the system ALT + F4Ctrl + N Find – eg a contract, invoice etc…. Ctrl + NCtrl + T Create a quotation Ctrl + TCtrl + F SEARCH window appears where you can Ctrl + F search by customer, due date, identification number and moreCtrl +D To edit the saved contract, quotation or Ctrl + D delivery noteCtrl + Delete Delete the saved document Ctrl +  (delete) You need to select the first variable (Ctrl + D) to get the documentAlt + K Account transfer quotations / delivery notes Alt + K You need to select the first variable (Ctrl + D) to get the documentCtrl + I Inventory Accounting Ctrl + I
  • 23. F7 Print Document Fn + F7Ctrl + H Customers Ctrl + HCtrl + J Products Ctrl + JCtrl + R Reports Ctrl + RCtrl + P The number of printing Ctrl + PCtrl + M Bulk Ctrl + MCtrl + K Contract Leaving Ctrl + KCtrl + Y Create a single demand Ctrl + YCtrl + O Create a claim Ctrl + OCtrl + Z Settings Ctrl + ZCtrl + E Send a quotation / invoice by email Ctrl + EF1 HELP! Fn + F1

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