1. Create an invoice for Melissa for 1 air filter with a 30 day warranty note. 2. Create an invoice for Keith for 4 rubber mats. 3. Create a credit note to refund Keith for the returned 4 mats. 4. Create a new invoice for Keith for 4 more mats with a 10% discount referencing the previous invoices. 5. Create a quotation for 40 rubber mats for Mr. Damato and convert it to an invoice after acceptance.

1. The Sales System
How 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 hours
Knowledge Base: Has used a computer before and knows Windows.
Some basic accounting skills is essential.
For whom: For those who are creating invoices
Description: The course covers the basics of the sales process,
theCloudAccount system functionality and operation of
working practices
Contents: 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 System
Venue:
Trainer:
Contact telephone number:

3. Table of Contents
Tasks & Lessons Page
Log 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 IN
Start by entering the URL www.cloudaccount.com.mt
and click LOGIN in the top right hand corner
This opens the LOGIN page shown below
You need to select the system you want to access from the dropdown Menu in this case
Accounting/Invoice. Enter your USERNAME and PASSWORDaccordingly and check the box if
your computer is behind a firewall. Once complete click on the LOGIN button
Write your details below for future reference!
My User Name: ……………………………………………………………………….………
My Password: …………………………………………………………………………………

5. Select an Action from the Menu
In this case – Invoice System.Once you click on the selected button this will launch a new site.
Sales / Invoice System
When the sales system is activated, the screen below is displayed.
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The screen is divided into 3 sections 2
1 the menu bar, the document tree and
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the document itself.
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6. The document tree shows the documents you have to choose from and you can double click on them to select the
one you want to work with. You can control the number of documents you want to see in the tree by selecting them
in the settings. We can show you how later!

7. Task 1: Create a customer on the system
Sample Data to input:
Name: Cloud Account Name: Mary Refalo
Company / ID Card No.: C 12345 Company / ID Card No. 0054321M
Address: 199 Eucharistic Congress Street Address: Refalo House, Triq L-Gholjiet
City: Mosta City: Xaghra, Gozo
Post Code: MST9036 Postcode: XGH123
Contact: Emma Camilleri Contact: Mary Refalo
Phone: 20 16 12 20 Phone: 21 20 21 20
Name: Creditinfo Malta Ltd Name: Kitchens R US
Company / ID Card No.: C 54321 Company / ID Card No. C 2468
Address: 199 Eucharistic Congress Street Address: 12 Main Street
City: Mosta City: Mellieha
Post Code: MST9036 Postcode: MLH789
Contact: John Paris Contact: MarikaGrech
Phone: 21 31 2344 Phone: 21 20 21 20
Go 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 search
box. There you can enter various search criteria such as Company / ID Card Number, Name, Address, City etc. If you
then 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 click
on the GENERAL tab and fill in the data from the previous page.
EMAIL
The email address you list here will be used for all documentation sent via the system (e.g. invoices and offers). If
you leave this blank then every time you want to send this person an email you must input the email address rather
than 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 language
Here you can select which language to print the invoices in. The Column Names & Headers will be printed in the
selected language but any other text you have inputted yourself will remain in the original language / format you
have typed
Currencies
You can select a specific currency for your customer, this will be automatically selected when the customer is
registered in the account.
PO Box
You can enter a different address here if the Customer has both a PO Box and a physical address.
Customer Group
You can select a Customer Group if you choose to (you don’t have to select anything here but many people find this
useful for sales analysis). You will need to create these Customer Groups under a separate menu - we will show you
how to create Customer Groups later!
Wholesaler
If you check the box for Wholesaler then the customer will receive the wholesale price of the products you sell them
when creating an invoice. We will show you how to set a whole price when creating product groups.
Payment
If 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 when
required without asking for the details each time), you can select one of the various payment options. You will
create 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 the
details for the customer every time they make a payment.
VAT Number
Here you can list the customers VAT number if they have one
Industry Code
Here you can list the NACE code if you want to
Contact Person
You may have an alternative contact person you may wish to list
Discount Type & Discount
You can select a fixed discount for your customer if you wish for them to receive the same every time (this can be
overridden when creating an invoice should you wish to change it). You can choose % or Euro in the Discount Type
and then in Discount you can type in the number i.e.5 % or the Euro amount e.g. 15 euro
Reference Number
You can create your own unique customer code generally it will be 3 letters and 3 numbers e.g. CloudAccount Malta
would be something like CAM001 but you can choose your own reference system.

11. Task 2: Creating Products / Services / Materials
Product Name: ESR1445A
Key Account: Account System 18%
Sale Price: Euro 3.85 (excluding VAT)
Text: BEARMACH air filter for LR Discovery 1 300 TDi 1994-1999
Product Name: Rubber Mats for LR Disco 1
Key Account: Account System 18%
Sale Price: Euro 35 (excluding VAT)
Text: Fitted rubber mats for Land Rover Discovery 1
Product Name: RHF Headlamp for JAG XJS
Key Account: Account System (excluding VAT)
Sale Price: Euro 125
Text: Right Hand Front Headlamp for Jaguar XJS
Product Name: ESR1445
Key Account: Account System (excluding VAT)
Sale Price: Euro 6.35
Text: Mann & Hummel Air Filter for LR Discovery 1 300 TDi1994-1999
From 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 the
FETCH 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/material
being saved the heading will always show “Material 0” and then change afterwards.) Please note that whatever you
type here will be shown on the invoice (note the case it is written in and be careful of typos etc.!)
Description
The name of the product is something descriptive – this will be shown on the invoices. It may be a part number. You
are limited to a maximum of 41 characters including spaces.
Vendor Material / Supplier Name
The supplier name doesn’t appear on the invoice but you can change the report settings. You may wish to use a
Supplier Code here i.e. something alphanumeric, it can be anything you choose to input (can also be blank). You can
decide whether it appears on the invoices or whether you use it as a search criteria.
Material Group
It is a good idea to give each item a product group in order to classify it and thereby allow you to filter these groups
in reports. You will need to create Material Groups – we will show you how later!
Purchase Price
This 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 on
what you have entered, otherwise simply enter the purchase price here.
Cost Price
This 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 appear
until you have booked a transaction in your Invoice System as a Sale or a Purchase in the CloudAccount Financial
System. The System will use an average calculation to find the cost price and will calculate on any assessment of it.
Wholesale Price
The system will use this price if you choose to provide a reduced price for Wholesale customers (you will need to
check the Wholesale box when creating a customer – see earlier notes)
Sales Price
This is the selling price / retail price. This will be used on the invoices if the Wholesale box is not checked on the
Customer file.
Search Term
This will be automatically input when you type in the DESCRIPTION however you can over type it if you wish. Eg you
may use a part number for the DESCRIPTION and just a name for the Search term – egESR1445 Air Filter.
G/L Account or the Accounting Key
It 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 sales
transaction with the appropriate VAT amount also.
Unit
You 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 Increase
This shows the mark up % from the cost price
Single Item Increase (Sales Price / Retail Price)
This shows the mark up % from the cost price
Active
If this box is checked the product is Active – however this maybe a product you currently don’t stock so you can
uncheck 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 will
appear directly below the product line on the invoice.
Additional Boxes (you will only see these if you are using the CloudAccount Inventory System)These will
appear on the GENERAL tab
Minimum Inventory
You can record your minimum quantity levels of the product. |this will enable you to create a report showing all the
products which are at the minimum level or below so that you can decide whether to re-order them or not.
Service Component
If 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 Template
You can add your Company logo to your invoices
You can create space to print adverts on the invoices which saves you printing
separate adverts
Text can be written in the Description field
Preprinted text can be selected from the text fields
Invoices from the CloudAcccount System are electronic and the electronic
accounting system is in accordance with regulation 598/1999
ADD A JPEG OF AN INVOICE

16. Task 3: Add your Company Logo
To add your Company logo to invoices and other documents in the Reporting System, firstly select ACTIONS then
REPORTING (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 by
typing in the file name in the box and then click OPEN. The name of your file appears in the text box so just click on
INSERT.
PLEASE NOTE YOU CAN ONLY USE GIF IMAGES AND THESE MUST BE PER THE SIZE INDICATED ON THE
SCREEN.

18. How to Invoice in 5 easy steps!
1. Select the ACCOUNT in the navigation pane at the top of the page and click CREATE
2. Select a customer
3. Record the details
4. Select the products (item number or double click and choose from the Product Lists you have input
5. Post the Invoice
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19. Task 4:
CREATE AN INVOICE
A: Melissa requires a new air filter (ESR1445A) for her Land Rover
Create 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 NOTE
C: Keith returns to your shop a few days later to return the 4 qty rubber mats as they are damaged. He would like a
refund. Find the invoice that you created and reverse / credit the invoice – the CREDIT INVOICE button is located at
the top of the invoice screen. If you want to change the date to reflect the date he returned the mats you can do
this.
CREATE AN INVOICE WITH A DISCOUNT AND CROSS REFERENCE IT TO THE CREDIT NOTE
D: Keith buys 4 more rubber mats. It is a good idea to cross reference the previous invoice and the credit invoice
which you created on the new. This time discount the price by 10% due to the inconvenience caused. If you want to
create a credit note with a direct link to the reference, double click on the original invoice then select ACTIONS –
CREATE - CREATE WITH REFERENCE
CREATE QUOTATION
E: 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 the
Description box will show) – you can change the date etc.
CHANGE THE QUOTATION TO AN INVOICE
Now change the quotation to an invoice by selecting INVOICE DOCUMENT. Then post the invoice, you will notice the
quotation moves from the quotation area in the tree to the invoice part of the tree.
CREATE A CONTRACT / REPEAT INVOICE
G: Melissa Pace would like to order a monthly subscription of “The Executive” for her company. She needs 5 copies
every 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 will
be automatically filled in. The date you chose for the start date will be the same date used for invoicing every
month.

20. You can free type the material if this isn’t already listed in your material groups however you will have to input the
VAT selection and any discounts etc.
TO CREATE THE INVOICE EACH MONTH RELATED TO THE CONTRACTS
Click 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 that
time period. You then have the option to individually select the invoices you want to create or you can select all of
them. The invoice is then shown in the document tree. From here you can choose to print the invoice or email the
invoice. If you have already selected on of these options when you initially created the contract then this will be
carried out automatically. If you didn’t check either or both then you will have to do this manually in the system.
OTHER FEATURES
Creating autotype text to save time
ACTION – MASTER DATA – TEXT you can select text to write on your documents to save you the time of writing it
each time. People use this for warranty periods, term the quotation is valid for, payment period (30 days) etc
Creating payment methods
ACTIONS – MASTER DATA – PAYMENT OPTIONS you can use this to input a number of different payment options
eg BOV, HSBC, credit card, Cheque, Cash etc
PRINT OR EMAIL MULTIPLE DOCUMENTS TO VARIOUS ACCOUNTS
ACTIONS – MASS PRINT or MASS EMAIL - you can use this when sending a special offer/quotation out to all your
customers or if you want to print all the invoices for a certain day, month etc. You will not be given a print preview
option they will automatically print to whichever printer you are linked to. Equally the email will be automatically
sent without a preview.
SEE RELATED DOCUMENTS
ACTIONS – RELATED DOCUMENTS
ADD A COMPANY LOGO ON INVOICES
ACTIONS – REPORTING-SELECT ACCOUNTS AND QUOTATIONS – CLICK ON THE LINK “CLICK HERE TO ADD NEW
CORPORATE LOG - SEE PREVIOUS NOTES FOR FURTHER HELP.
This option is only available if you have the CLOUDACCOUNT CLAIMS software
BANK TRANSFERS
ACTION – CLAIMS – CREATE REQUIRED FILE / SINGLE CLAIM - this enables you to link with the bank you have
selected in the system and request payment from that bank for the specific customer invoice.

21. REPORTS
Sales System Reports
Click on ACTIONS – REPORTS and a separate window will open
Here you will have the option to select
Sales Reports
Products (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 grouped
together by customer).
Activity List of all Products (a summary of the sales by product category and customer)
Reports from Customer Accounts
Customer 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 Reports
VAT 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 + L
ALT + D
Ctrl + S SavingQuotations, credit authorisation, Ctrl + S
Delivery Notes or Invoices
CTRL + B Book account / posttransaction Ctrl + B
Alt + R Reverse account Alt + R
ESC Cancel, cancel the action you have started ESC
ALT + F4 Closing the system ALT + F4
Ctrl + N Find – eg a contract, invoice etc…. Ctrl + N
Ctrl + T Create a quotation Ctrl + T
Ctrl + F SEARCH window appears where you can Ctrl + F
search by customer, due date, identification
number and more
Ctrl +D To edit the saved contract, quotation or Ctrl + D
delivery note
Ctrl + Delete Delete the saved document Ctrl +  (delete)
You need to select the first variable (Ctrl + D)
to get the document
Alt + K Account transfer quotations / delivery notes Alt + K
You need to select the first variable (Ctrl + D)
to get the document
Ctrl + I Inventory Accounting Ctrl + I

23. F7 Print Document Fn + F7
Ctrl + H Customers Ctrl + H
Ctrl + J Products Ctrl + J
Ctrl + R Reports Ctrl + R
Ctrl + P The number of printing Ctrl + P
Ctrl + M Bulk Ctrl + M
Ctrl + K Contract Leaving Ctrl + K
Ctrl + Y Create a single demand Ctrl + Y
Ctrl + O Create a claim Ctrl + O
Ctrl + Z Settings Ctrl + Z
Ctrl + E Send a quotation / invoice by email Ctrl + E
F1 HELP! Fn + F1