Category: The Bookkeeper

Users can easily take some normal settings related language and login information in App.

Step 1 – Go Settings	Step 2 – Choose Language
Step 1 – Go Settings	Step 2 – Update new password	Step 3 – Confirm

We support 4 types of reports: Sales, Expenses, Bills, Cash flow

Sales, Expenses, and Bills reports have the same format with time range : Daily, Weekly, Monthly, Quarterly. Data is automatically updated when user uses the App.

Reports	Sales report	Expenses report

Cash Flow report will provide users an overview of business status. Users can check how Cash in/ out and Net profit fluctuates in a time range.

NOTE: Cash in on POS will update when user closes POS Session.

Set time range for filter	Apply for checking Cash Flow report

This is the part which helps users can send a loan request to a credit institution or bank. Only with invoices which are in payment can request a loan.Users can easily follow the status of each loan request on tab Loan Application: Sent, Approved, Funded, Repaid and Rejected.

When users meet demand of using Loan, user will receive notification that App is updated	Loan menu will appear on App	In order to create a Loan Application, go to Sell menu, click on Transactions
Click on invoice, detail of invoice will shown with the button “Apply for Loan”	A pop up to request for taking survey will be shown in the 1st time create Loan Application	Credit Score Survey screen will appear, click on “Start Survey” to start
Answer the list of mandatory questions, then click “Submit” for end of survey	Submit successfully notification. Score result will be shown on SaaS.	After done survey, click on “Apply for Loan” again to fill in Loan Application. Max amt is set up as 80% of invoice amount
Loan Application submit successfully notification. Invoice will be marked with tag “Loan requested”	Go to Loan menu to see a list of Loan Application.	Loan Application detail screen

This part helps you control expense incurred (such as: Rent, Salaries, Mobile Bill,… and so on)

Step 1 – Click “+” button	Step 2 – Select Expense	Step 3 – Fill Expense info
Step 4 – Expense detail	Step 5 – Click filter to search	Step 6 – Choose expense category

Invoices is one of the most important menus in The Bookkeeper application. This menu help you sell products like in POS menu: sell multi products, enter discounts (if any) by creating new invoices for your customers. But the best thing in this menu is you can let your customer pay partially instead of immediate payment in POS. You also can choose payment methods, payment terms when record invoices.

After recording a new invoice, you can save then register payment or save and sending an pdf invoice version for your customer by email

This app provides Invoices tab in Sale Transactions menu let you follow how much your customers paid, due amount in each invoice

You also can adjust your invoices if record wrong. Invoice status must be submitted. The invoice number will be kept the same after you adjust but the total amount and inventory will be updated.

• To make a new invoice follow these step:

Step 1 – Go to Create Invoices	Step 2 – Choose customer	Step 3 – Enter quantity, discount
Step 4 – Confirm to proceed	Step 5 – Choose payment term	Step 6 – Review invoice

 

Step 7 – Save invoice	Step 8 – Pay now or pay later	Step 9 – Enter paid amount, journal
●        Users can pay partially or pay full amount by enter amount in box
Step 10 – Confirm to proceed	Step 11 – Payment Recorded
●  If users want to write off for a partially paid invoice, they can turn on “File as loss” as steps below:
Step 1 – Record payment	Step 2 – Choose “File as loss”	Step 3 – Invoice status updated

• To view how much you customer paid in each invoice or adjust invoices, go to Sale Transaction:

Step 1 – Choose POS order	Step 2 – Detail order
Note that “Paid partially” Invoice and “Paid” Invoice can not adjust.
Step 1 – Choose Invoice	Step 2 – Click on adjust invoice	Step 3 – Tap to edit quantity

 

Step 4 – Edit quantity	Step 5 – Click Confirm to save	Step 6 – Invoice updated

 

This is the most important part, helping you manage the quantity and amount of goods sold during the day. The system automatically calculates grand total amount in case customer buy multiple products at the same time or help you calculate excess amounts to be returned to the customer.

• To check out products, you should follow steps below:

In Step 2: Users set opening balance in this box.

Step 1 – Go to POS menu	Step 2 – Open session	Step 3 – Choose product
Step 4 – Choose product quantity	Step 5 – Click on Check out button	Step 6 – Choose customer
Step 7 – You can search customer	Step 8 – Click on Check out button	Step 9 – Enter paid amount
Step 10 – Order completed	Step 11 – Sales Transactions	Step 12 – Inventory updated
To Close session, users can do as steps below:
Step 1 – Close session	Step 2 – Check cash in drawer
●        If Cash in your drawer is not the same as calculated in App, you should click on “Adjust Cash”
Step 3 – Adjust Cash	Step 4 – Type amount and reason	Step 5 – Confirm and close

• To view POS orders, go to Dashboard, click on Sale Transactions menu > tab POS

Step 1 – Go to Sale Transactions	Step 2 – Choose POS order	Step 3 – Detail POS order

• Voiding POS orders means canceling the order you recorded before, products will be returned and money is refunded. Each POS order only can void one time. A new refund order will be created if you complete voiding a transaction.

Step 1 – Go to Sale Transactions	Step 2 – Choose POS order	Step 3 – Click on Void Transaction
Step 4 – Confirm to void	Step 5 – POS order after voiding	Step 6 – A refund order created

• If your product quantity is not enough to sell or less than the minimum quantity set up before, the system will alert and do not let you sell. To continue selling at POS, you have to adjust quantity more than the minimum

Step 1 – Click on Edit product quantity	Step 2 – Enter quantity	Step 3 – Quantity updated

         

 

This part helps you manage the quantity of products in stock and the products’ cost price

• Note that in step 4&5, it is necessary to update cost price of products because if not, unit price will be the same as Sale price.

Step 1 –  Go to Vendor Bill module	Step 2 – Select Vendor	Step 3 – Select Products
Step 4 – Choose qty	Step 5 – Choose qty	Step 6 – Click “Next” button
●        Each time clicking “Upload Bill Image”, users can only choose one picture. In order to upload another picture, users continue to click “Upload Bill Image”
Step 7 – Review Bill info	Step 8 – Upload Bill Image	Step 9 – Select image
Step 10 – Create Vendor Bill	Step 11 – Vendor Bill detail	Step 12 – Inventory updated

• To make adjustment an existing Vendor Bill

Step 1 – Click Make adjustment	Step 2 – Click “Tap to edit”	Step 3 – Revise Qty or Price

 

Step 4 – Click “Confirm” to save	Step 5 – Bill detail updated	Step 6 – Inventory updated

 

• To delete an existing Vendor Bill

Step 1 – Click “Delete”	Step 2 – Confirm to remove	Step 3 – Remove completed
Step 4  – Inventory updated

1. Vendor Bills

2. Selling at POS

3. Invoices

4. Expenses

5. Loan Application

• How to update customer

Step 1 – Choose Customer	Step 2 – Click “Update” button	Step 3 – Fill Customer info

• How to update existing customer   

Step 1 – Click “Delete” to remove	Step 2 – Confirm to remove