DESJARDINS BILLING AND EXPENSE TRACKER...2345672894108 89169213 3943176 37 4 Fir e Whether you’re using the web version of the Desjardins Billing and Expense Tracker or the mobile

USER GUIDE

DESJARDINS BILLING AND EXPENSE TRACKERWEB AND MOBILE

DESJARDINS BILLING AND EXPENSE TRACKER

2

Click on the topic you’re looking for

Table of contents←


3

General

GeneralSimpler day-to-day business management.This interactive guide explains the features and functions of the Desjardins Billing and Expense Tracker.

It’s a great way to record all your daily transactions so your invoices, quotes, business expenses, contacts and more are all in one spot.

• Create, manage and archive your quotes and invoices in a snap.

• Get better support for managing your expense accounts and simplify production of your income tax returns.

• Use the customer and supplier management module for business development.

• Improve cash flow management with the online control panel.

• Access all your information—stored in the cloud—from your smartphone, tablet or computer, no matter where you are.

With the Desjardins Billing and Expense Tracker* it’s easy to manage your day-to-day operations and spend more time doing what you love—making sure your business thrives.

* The Desjardins Billing and Expense Tracker works on most Android and Apple mobile devices and tablets.


4

First use

Whether you’re using the web version of the Desjardins Billing and Expense Tracker or the mobile app, all the information you enter is automatically available in both places.!

First useLogging in The Login screen (figures 1 and 2) is the first screen to appear when you launch the mobile app or the Desjardins Billing and Expense Tracker. To log in, simply enter your merchant number, username and password.

Figure 2 : Login screen, web version

Figure 1 : Login screen, mobile app


5

First use

Changing your passwordWhen you log in for the first time on either the mobile app (Figure 3) or the web version (Figure 4), you’ll be asked to change your password.

Once you’ve changed your password, you’ll automatically be disconnected (a warning message will appear). You’ll then have to log in again with your new password.

Figure 4 : Changing your password on first log in, web version

Figure 3 : Changing your password on first log in, mobile app


6

First use

Administration menuYou can access the Administration menu on your mobile device through the app’s main screen by tapping the three horizontal bars in the upper left corner.

The following options will appear (Figure 5):

• Transactions• Reports• Settings• Need Help?• Log out

The web version of the Desjardins Billing and Expense Tracker Administration menu (Figure 6) contains the same information as the mobile app, plus lots more. The main modules will help you navigate through the app: Transactions, Quotes and Invoices, Products and Services, Expenses and Contacts. More information on each section is available in this guide.

• Quotes and invoices• Products and Services• Expenses• Contacts

Figure 6 : Main menu, web version

Figure 5 : Administration menu, mobile app


7

First use

Mobile app menu options: TransactionsWhen you select Transactions, a list of all the transactions that you’ve completed using the web or mobile platforms appears.

ReportsThe Reports section provides a summary of your business activities and contains management reports so you can get a clear picture of where you stand in minutes.

HelpSelect Help for Customer Service phone numbers.

SettingsSelect Settings to access your application settings. This is where you can change things like the taxes you charge, display language and more. It’s divided into three sub-menus:

• Merchant settings

• Default settings

• Advanced settings

The Merchant settings option displays three sub-menus where you can change your user profile or password. You can also create additional usernames and passwords so others can access the app on the same account.


8

First use

Default settingsSelect Default settings to access options that you can set as defaults: taxes, quote validity period, terms and conditions, and interface language.

Taxes: Select Tax Groups to choose the provincial and federal taxes that apply to you.

Default quote validity period: In the Default quote validity period section, you can use the + and – buttons to change the default length of time your quotes are valid.

Terms and conditions: This is where you can change the Default terms and conditions for your sales. This content will appear on all your quotes and invoices. Simply enter the text you’d like to appear and then Save the new terms and conditions.

Interface language: This is where you can set your Interface language to English or French. Simply select your choice and then Save.

Business taxes number : Select Business taxes number to get to a screen where you can enter your tax registration numbers.


9

First use

Advanced settingsThrough the Advanced Settings menu you can select a printer for the keypad, send a keypad log for troubleshooting, or import contacts.

External printer: Select External printer to display a list of printers associated with your mobile device, select a default printer and Save.

Import contacts: Select Import contacts to display your list of contacts. Select the contact(s) you’d like to import and then select Add. You can also deselect all displayed contacts.


10

Quick sales

Quick sales The Quick Sale feature was designed to process payments easily, without having to specify products or services. For example, you could use this for the occasional sale of products or services that aren’t in your catalogue.

Simply select the customer, then enter the pre-tax sale amount and select the tax percentage and payment method. To finalize the sale, select Pay (Figure 7). You can also complete a sale without selecting a customer.

The Sale summary or send a receipt will appear next (Figure 8).

When you select Send a receipt, you’ll be asked to enter a valid email address to send it by email, or a valid cell phone number for the SMS/MMS option, or to select a printer to print the receipt.

Figure 7 : Quick sale, mobile app

Figure 8 : Quick sale summary, mobile app


11

Quotes and invoices

Quotes and invoices With the Quotes and Invoices module, you can view existing quotes and invoices or create new quotes to print or email to customers. Simply select the Quotes and Invoices option on the main screen (see Figure 9 for mobile version and Figure 10 for web version).


Figure 10 : List of quotes, web version

Figure 9 : List of quotes, mobile app


12

Quotes and invoices

Creating a quote or invoiceSelect the + button on the Quotes screen to create a New Quote (see Figure 11 for mobile app and Figure 12 for web version). Select an existing customer from the list, then search for products or services or add new products or services. The New Quote screen also gives a running total for items added to the quote. To display the Quote Details screen, simply select Solde on your mobile device or Preview on the web version.

Figure 12 : New quote, web version

Figure 11 : New quote, mobile app


13

Quotes and invoices

The Quote Details screen will display options to view, save or pay the quote. If you select View, the Quote Details screen will appear with all the details of the quote.

If you tap Save in the mobile app, a screen will appear where you can select the method of payment (Figure 13). The options Save and send by email, Save Draft and Approve, as well as an option to set the expiry date will appear on your mobile device.

If you click Save on the web version, you’ll go to the next step: approving the quote. Select Pay to open a window where you can select the method of payment (Figure 14).

Once the quote has been paid on your mobile device or computer, it will appear on the Quotes and Invoices screen under the Invoices tab.

Figure 14 : Payment methods, web version

Figure 13 : Payment methods, mobile app


14

Quotes and invoices

RefundsTo refund a transaction on your mobile device, simply locate the transaction in the list of invoices, tap on the transaction window, select Refund, indicate the amount of the refund and tap Save (Figure 15).

To refund a transaction on the web version, simply locate the transaction in the list of invoices, click on the invoice number, check the box to the left of transaction in the Invoice Payments section, and click the Refund icon. A window will pop up where you can indicate the amount of the refund. Click Save to complete the refund (Figure 16).

Figure 16 : Making a refund, web version

Figure 15 : Making a refund, mobile device


15

Quotes and invoices

Products and servicesYour products and services catalogue is the core of your business, so we recommend creating product and service records on the web application. Simply select Products and Services in the left-hand menu, then click on + Product or Service on the right (Figure 17).

If you have a record for each of your products or services, it will be easier to create quotes (Figure 18). Once you’ve entered all the information you need for the record, click Save. The new product or service will now appear on the Products and Services screen.

Figure 17 : Products and Services, web version

Figure 18 : Product or service record, web version


16

Expenses

ExpensesTo make sure your business is in good financial shape, it’s important to manage your operating expenses by monitoring outgoing funds and categorizing them.

The Expenses module displays all your expenses, and you can filter by category. To create an expense, tap the + on your mobile device (Figure 19) or click + Expense on the web version (Figure 20).

Figure 2o : List of expenses, web version

Figure 19 : List of expenses, mobile device



17

Expenses

Once you’ve entered all the details of the new expense, the Expense details screen will look like Figure 21 on your mobile device or Figure 22 on the web version. To save the information, simply select Save.

Figure 22 : Creating an expense, web version

Figure 21 : Creating an expense, mobile device


18

Contacts

ContactsThe Contacts module contains a list of every contact in the application. You can categorize your contacts as customers or suppliers when you create them (see Figure 23 for the mobile version and Figure 24 for the web version).

You can access this section from the main screen. The Customers and Suppliers tabs each have a + button you can select to access the New Contact screen.


Figure 24 : Creating a new contact, web version

Figure 23 : Creating new contact, mobile device


19

Contacts

Select the + button to bring up the New Contact screen. Once you’ve entered all the details, the screen should look like Figure 25 on your mobile device or Figure 26 on the web version.

Select Save to save the person’s contact information and add them to the list of contacts. To change someone’s contact information, simply select the pencil at the top right of the screen on your mobile device or select the contact on the list in the web version.

Figure 26 : New contact person, web version

Figure 25 : New contact person, mobile device


20

Need help ?

Need help?If you have any questions or comments call Customer Service 514-397-4450 | 1-888-285-0015 [email protected]

SecurityThe Desjardins Billing and Expense Tracker automatically logs you out after 20 minutes of inactivity. Simply log back in to access the application.

Emails and messagingDesjardins avoids sending spam and unsolicited email and SMS messages. We only send messages generated by the system.

Documents

DESJARDINS BILLING AND EXPENSE TRACKER...2345672894108 89169213 3943176 37 4 Fir e Whether you’re using the web version of the Desjardins Billing and Expense Tracker or the mobile