Invoices Workbook - Reckon Australia Workbooks/Reckon Invoice… · When you open your book you are taken to the Dashboard which gives you a snap shot of the business via customizable

Invoices Workbook

Published by Reckon Limited

All Rights Reserved

Copyright Reckon Limited

Copyright

No part of these materials may be reproduced, stored in or introduced into a retrieval system, or transmitted in any

form or by any means, including photocopying without the prior written permission of both the author and Reckon

Limited.

Disclaimer

Because of the possibility of human or mechanical error the material contained within this book is supplied without

representation or guarantee of any kind. The publishers and author are not responsible for any errors or omissions

or the result from the use of such material. All accounting information used in this book is to help the user

understand how the program can be used. It is important to seek the advice of the business’ accountant to ensure

that all tax issues relevant to the business are covered.

The information contained within this manual is for demonstration purposes only. You should satisfy yourself of the

current requirements of the Australian laws and regulations and seek your own advice from your professional

adviser as to your financial and business needs and obligations before acting on any information provided in this

manual. Reckon Limited and its related bodies corporate (to the extent permitted by the law) have no legal liability

to you in respect of any of the Reckon products or services.

Reckon Limited does not provide legal, taxation, financial or investment advice.

Welcome to Reckon

Thank you for choosing Reckon.

This workbook has been developed to assist you in getting started with your Reckon

One book.

Feedback

If you have any feedback, we would love to hear from you. Please email us at

[email protected] with any comments, ideas or suggestions.

The Reckon Training team

QR Reader – Interactive Learning

Reckon is introducing interactive learning throughout our manuals utilising the QR

reader linking you straight to our how to videos and information.

QR Reader is a FREE app you can download for Apple or Android devices.

Apple – https://itunes.apple.com/au/app/qr-reader-for-iphone/id368494609?mt=8

Android - https://play.google.com/store/apps/details?id=uk.tapmedia.qrreader&hl=en

Once downloaded on your device you just need to open it and use the scanner on your

screen to capture / scan the Reckon QR codes like the one below. The app will then take

you straight to the page / video linked to the code.

Give it a try on this one – this code will take you to the Reckon Facebook page.

mailto:[email protected]

https://itunes.apple.com/au/app/qr-reader-for-iphone/id368494609?mt=8

https://play.google.com/store/apps/details?id=uk.tapmedia.qrreader&hl=en

TABLE OF CONTENTS

Welcome to Reckon ...................................................................................................... 3

QR Reader – Interactive Learning ................................................................................ 3

Getting Started – New Users ........................................................................................ 5

Getting Started – Existing Users .................................................................................. 7

Navigate your Book ....................................................................................................... 8

Set up Roles ................................................................................................................... 9

Set up Users / Share a book ....................................................................................... 12

General Settings .......................................................................................................... 14

Invoices.................................................................................................................................. 14

Customer Adjustment Notes ............................................................................................. 17

Invoice Payment Terms ...................................................................................................... 17

Tax Settings .................................................................................................................. 18

Chart of Accounts ........................................................................................................ 20

Contacts ....................................................................................................................... 23

Items ............................................................................................................................. 24

Day to Day processing ................................................................................................ 27

Create an Invoice ................................................................................................................. 27

Email a customer Invoice .................................................................................................... 29

Customer Adjustment Note ............................................................................................... 30

Suppliers ............................................................................................................................... 34

Enter a Bill ............................................................................................................................. 35

Supplier Adjustment Notes ................................................................................................ 38

Paying a Bill ........................................................................................................................... 40

Delete a Bill Payment .......................................................................................................... 42

Banking ........................................................................................................................ 46

Manage Accounts ................................................................................................................ 46

Manual Upload ..................................................................................................................... 48

Create Transaction Rules .................................................................................................... 50

Reports ......................................................................................................................... 53

Logging Out ................................................................................................................. 58

Support ........................................................................................................................ 59

Reckon One Evolution – Invoices v1.5 2015 Page 5 of 60

Getting Started – New Users

Go to the Reckon homepage and click on the LOGIN menu in the far right

corner and select One from the drop down menu.

This will take you to the Reckon One log in / sign up page.

If you are a new user you may not have a Reckon User

ID or Username so you will need to create one as part

of your profile.

At the top of the page you will see New customer? Sign

up for free.

Click on the blue text to go to the registration page.

Go through and complete the fields with the details requested. You must supply a valid email

address as this will be used to validate your account, receive correspondence related to your

file and retrieve lost user ID or passwords.

When you reach the Username field this will be what you use to sign in for future sessions.

Type in a username you would like, if it is available you will see a green message Username is

available.

If the name is taken, you will see a Username already exists! message. You will need to try

another combination until you find a useable Username.


Select a valid password which you will use with the Username to log in for all future sessions of

Reckon One. Ensure that you agree to the terms by ticking the terms of use box.

You will then be sent a link to the email you used while registering to confirm your email and

details.

Click on the link to activate your Reckon One account and get started!

Log into Reckon One with your newly created and confirmed Username and Password.


Getting Started – Existing Users As an existing user you will have a Username and password to log into Reckon One.

Enter the Username and password into the

appropriate fields.

You can tick the Remember me box next to the

green Login button. This will mean the next time

that you log into Reckon One your Username and

password will be prepopulated in the fields and

you can just click Login.

Remember to always have a separate User ID

and password for your laptop log in to add an

extra layer of security.

Once you have logged in you will go to the landing page where you can view the books, filter to

view shared books and create brand new books.

** Note you can only view shared books and access the Demo book when you have completed

registration and purchase of Reckon One, fully validating and activating your account. Until this is

completed you will only be able to access your Trial book but not the Demo book. **


Navigate your Book

When you open your book you are taken to the Dashboard which gives you a snap shot of the

business via customizable widgets. The widgets displayed will be dependent on the modules

active in the book. You can click and drag the widgets around the screen as well as click on the

settings button to customise the graphs and periods displayed.

You can customise the widgets displayed by clicking the Customise Dashboard button.

You can select widgets displayed by checking / unchecking the boxes in the Available Widgets

list.


You can also quickly navigate using the Quick Transaction menu. The options displayed will

be dependent on the modules that are active within the book.

Set up Roles

You can create unlimited roles in your book. A user can have more than one

role applied to them. Roles are hierarchal meaning that the role with the higher

level permissions will override other lower roles / permissions.

Click on the book from the main page to open it. Click on the Administration menu on the far

right and select Users and roles from the drop down menu.


Administrator The administrator role is a global role to all areas and permissions in Reckon

One.

SuperUser The Superuser role is the same as the Administrator role in Reckon One

except for the permissions relating to users and roles which are limited.

Limited The Limited role is a global read only role in Reckon One.

Custom You can create customised roles by clicking Add a role or you can Copy role

from an existing role in the list and further customise it.

When a book is created you are designated as an Administrator role. From the overview screen

(above) you can see how many users are applied to each role.

To create a new role click the green Add button.


Click on each relevant module / area for the role and then select functions to give

access or deselect to remove access.

A yellow circle indicates partial or no access.

A green circle indicates full access.

A grey x indicates no access.

If Users are already created, assign them to the Role by using the drop down menu and Add

button at the bottom of the page.

To remove a user from a role, scroll to the bottom of the page within a role properties.

Click on the red X beside the user’s name to remove this role from their profile.

This will only remove the role from the user not remove the user’s access to the book. If there

are multiple roles they will have to be selected / deselected individually.

You can see what roles a user has currently applied from the Users tab.

To remove access to the book completely a user must be removed from the Users tab.


Set up Users / Share a book

Click on the Administration menu on the far right and select Roles from the

drop down menu.

When a book is first created by default you are assigned an Administrator role.

To add a new user click on the green Add a user button in the bottom right corner of the

screen.

Add / search for an existing user by Username or UserID by entering it in the field and clicking

on the blue Check username button.


Select the role to assign to the user.

Once sure of the selection click save and close at the top right of the screen. Once saved the

user will have access to the book in Reckon One so ensure the correct role and permissions

has been granted

Remove access to the book easily by selecting the user from the list and clicking on the Remove

button down the bottom left of the screen.

This will remove access to the book but they will still exist as an active user within Reckon One

and could be added to the book or another at a later stage.


To view a shared book that you have been given access to is simple. From the main landing

page when you first log in click on the filter drop down menu and select Shared with me to filter

and view only your shared books.

General Settings

Click on the Settings menu and select General Settings.

There are three tabs to work through in the General Settings menu at the top

left corner of the screen;

Book settings,

Day to day and

Report settings.

Click on the Day to Day tab to access and define the Buying and Selling settings for the book.

Click on the Selling tab and work through the setting options .

Invoices

You can customise prefixes, templates, payment details and email content from this area. The

selling tab enables the Approval process to be activated / deactivated, where the medium level

of the Invoices module has been selected. Set preferences for invoices, customer adjustment

notes and invoice payment terms. This includes a Payment details box.


Click on the green Manage templates link to customise your Invoices in Reckon One.

Click to expand each section to add logo’s, details and customise your invoices.



Customer Adjustment Notes

Invoice Payment Terms

Payment terms can be defined and added to the default Reckon One list. Click on the grey Add

button (they can also be set on the Customer Contact Card).

A red asterisk marks a mandatory field that must be completed.


Tax Settings

Click on the main Settings menu and select Tax Settings from the drop down.

There are three tabs to work through from the General Settings menu

at the top left corner of the screen;

General,

BAS details,

Tax codes and groups.

The General, BAS details and Tax codes and groups settings are all under separate tabs.


General enables / disables tax tracking, BAS completion, reporting basis default and default tax

accounts and editable settings.

BAS details is used to set preferences for the book relating to the business’s BAS requirements.

Tax codes and groups contains all active and inactive tax codes within the book.

From this screen codes can be added, edited and made inactive or active.


Click on a tax code to open the properties and edit.

The bottom of the screen gives you GST summary and BAS label related information.

Chart of Accounts

To open / edit the Chart of Accounts click on the Settings menu and then Chart of Accounts from

the drop down meu.

From the landing screen select which account type to be viewed.

An account’s Export Code is a ‘mapping’ code that is at present unused. In future the Export

Code will link to ledger systems. For example if you had a export code of 230 Sales, you would

enter 230 in your export code for sales transactions to allow for mapping into external

applications and when you export reports to excel or to external systems using that code.


Customise the screen view using the Show/hide columns filter to select what coloumns to be

displayed on the screen.

To add a new account simply click Add button.

Accounts can be created as header or sub accounts down to three levels.

Fill in the relevant fields and click Save and close.

To Edit or Delete an account click on the Account from the Account List. Edit the account details

by clicking in the relevant fields or select one of the options View transactions, Delete or View

history underneath the Save and close button.

Once the changes are completed / the information viewed click on the Save & close button.


View the audit trail / history of an account in the book. With the account open click on the View

History button. To close the window click the white x.

The order of the books accounts can be reorganised to better suit business processing. To

reorganise the accounts permanently not just filter them which reverts back to the original

display after refreshing the scree, you need to use the Reorganise your ** accounts tool. On any

account tab for example Income, click on the green text Reorganise your income accounts.

To reposition the account order click on an account and drag it with your mouse up or down

the list where you want it to be positioned.

When finished click on the green Save button.


Contacts

A contact in Reckon One is a Customer or Supplier, a contact can also be a customer and

supplier within the profile.

Click on the Menu tab to go to the main landing page for the book’s customers and supplier list.

Customers

A customer is someone who purchases goods or services from you and pays you for those

goods and services. Some examples of customers are patients, donors, members, clients or

retail clients. To create a new customer contact ensures you are on the customer tab and click

the green Add button. To see more detail press the Show more detail button.

This will expand the screen and give a broader range of information to capture for customers

and suppliers.


To edit a customer click on the customer from the list to open the customer properties.

Complete the required changes and click the green Save and close button.

Items

An Item is a product or a service that the business buys, sells or resells in

the course of business.

Examples of items could be:

products the business sells,

shipping costs,

discounts the business offers,

call out fees,

consultation fees.

Items can be created as normal or sub items for grouping and reporting purposes.


Click on the Day to Day tab and select Items from the drop down list.

The Items overview screen can be filtered for Active, Inactive and All Items to be displayed by

clicking on the tab.

Click on the green Add button to start creating the books items you need for the business.

Change the fields using the drop down menus to suit the item options i.e. for items that the

business sell not buy, buy not sell or buy and sell.


When all Items have been created for the business click the green Save & close button.

To edit an Item, click on it from the list to open the item properties window.

Make any required changed and save and close.


Day to Day processing

A customer is someone who purchases goods or services from you and pays you for those

goods and services. Some examples of customers are patients, donors, members, clients or

retail clients.

Click on the DAY TO DAY menu and select Selling from the drop down

menu.

This will take you to the invoices landing page. You have three tabs across

the top of the page;

Invoices

Customer Adjustment notes

Receive Money

Create an Invoice

Click on green Add button to create an Invoice from the Invoices tab.

Complete all required fields then click Save & close to save the invoice as a

draft pending approval or click Approve to save and authorise the invoice.


When an Invoice is saved as a draft it can be edited and updated up to the point where it is

approved. An approved invoice must be reverted back to a draft to enable editing. Make

required changes and then Approve the invoice again to enable receipt of payment.

The invoice overview screen can be filtered by clicking on the invoice type tabs; All, Draft,

Approved, Overdue and Paid.


Email a customer Invoice

Within the Selling menu click on the Invoice you wish to email to open it.

Click on the Send via email link at the top of the invoice.

Click on the Email History shortcut at the top of your screen to view the email history for your

book.


You can choose from Processing, Sent and Failed. You can click on a email in the list to open and

view the email and attachments; even resend.

Customer Adjustment Note

To create an adjustment note for a customer click the Customer adjustment notes tab.


Complete the required fields, a red asterisk denotes the mandatory fields. Click on Save & close

to save as a draft or click on Approve to save and approve the adjustment note.

If Approved is clicked there are two options available, apply immediately or save for future use.

If the credit is being applied immediately as a refund complete the Payment date, Bank account,

Amount fields and click Save.

If the credit is being applied to an open invoice within the book click on the box next to the

Apply available transaction text.

Choose the invoice and amount to be applied then click the Save button.

The adjustment note status will update to Status Closed.


Click on the Close button to return to the overview screen.

Click on the Invoices tab and you can see the invoice where the adjustment note has been

applied reflecting in the total amount and balance remaining columns.

To receive a payment against an invoice click on it from the list to open the invoice, only

approved invoices can receive payment.


Click on the Receive payment button.

Click on the View full details button to view additional payment entry fields.

When all details and mandatory fields have been completed click the Save button. The invoice

status has now been updated to Status: Paid.


Click on the green Close button to return to the invoices overview screen.

Suppliers

A supplier is anyone you pay for goods and services except for employees. Some examples of

suppliers are electricity companies, the land lord, telephone company, tax agencies and other

businesses that you purchase from.

Click on the Day to Day menu tab and select Buying from the drop down

list.

This will take you to the Buying landing page. You have three tabs you can

choose from –

Bills

Supplier adjustment notes

Make payment

From the Bills tab filter the screen to view the book’s bills by All, Unpaid, Overdue and Paid.

Customise the columns displayed by clicking Show/hide columns and selecting / deselecting the

columns to be displayed.


Enter a Bill

From the Bills tab filter the screen to view the book’s bills by All, Unpaid,

Overdue and Paid. To create a new Bill click on the green Add button at the top

right of the screen.

This will take you to a blank Bill template. A red asterisk marks a mandatory field that must be

completed.

Click on the Supplier drop down menu which will display the Supplier list from the book. If the

bill is for a new supplier, they can be added contacts from this screen. Click on the green Add

Supplier text at the bottom of the dropdown list. This will open a Add contact window.


Clicking on the Show more details button will expand the Supplier fields that can be completed.

Once finished click on the green Save button.

The supplier has been added to the Contacts and has been selected for this bill. Complete the

remaining fields required. Link this bill to a Project or Item from the respective dropdown lists.

Select an Account from the dropdown list, quantity and amount.

Add notes to the transaction to make it easy to identify.


Once all required information is completed click the green Save & close button to save the bill

with and Unpaid Status and return to the bills main overview screen.

From the Bills overview screen filtered for All you will now see the bill in the list.


Supplier Adjustment Notes

Click on the Supplier adjustment notes tab to view supplier adjustment notes for the book. You

can filter the screen to show All, Unused and Closed.

To create a supplier adjustment note click on the green Add button at the top right of the

screen. Select the Supplier from the drop down list.

Populate all the required fields ensuring all mandatory fields marked with a red asterisk are

completed including notes at the bottom of the screen.


Once completed there are two options, the adjustment note can be saved to be applied at a

later date by clicking the green Save & close button or the adjustment note can be refunded /

applied to a bill immediately by clicking the green Enter refund button.

If the adjustment note is a refund complete the Payment date, Bank account, Amount and

Reference fields and click the green Save button.

If the adjustment note is to be applied to an existing bill tick the box beside the Apply available

transactions field text. Select the transaction you want to apply the note to from the dropdown

list and the amount. Once complete click the green Save button.

At the top of the adjustment note the status has changed to Status Closed as it has been

applied / used. Click the green Close button to return to the Bills overview page.

The bill will still appear in the list but when viewing the Total amount and Balance remaining

columns you can see that the adjustment note has been applied.


Click on the Supplier adjustment notes tab and to view the note in the list with a Closed status.

Paying a Bill

To pay a bill click on the Bills tab and click on the bill to pay from the list to

open. Click on the green Make payment button.


Complete all mandatory and required fields, if you want to enter more detail click on the View

full details button.

This will give you additional fields which can be completed for the payment.

Once completed click the green Save button to return to the bill. The bill’s status will now show

as Status Paid.

View an audit trail / history for each transaction in the book. In the open bill click on the View

history link.


Add additional notes to the entries by clicking the green Add note button. Once finished

viewing close the window.

Click on Close and the bills overview screen will show the updated status.

Delete a Bill Payment

Deleting a bill payment in requires two steps, unlinking the payment then

deleting it. Click on the Paid tab in the Buying menu and click on the bill to

open it.


Scroll down the bill until you can see and click on the green already paid amount.

Click on the amount and select Unlink.

Confirm by clicking Unlink.

You will see the bill’s status has changed back to Approved or Overdue.


Now the payment has been unlinked it can be deleted.

Click on the Make Payments tab within the Buying menu.

Locate the payment in the list and tick the box beside it.

A Delete button will appear in the bottom left corner, click Delete.

Confirm deletion by clicking Delete.


The payment has now been deleted.

Click on the Dashboard tab to go to your Dashboard / widget screen. You will see under the

LINKS AND ALERTS widget the unreconciled transaction. You can access the transaction by

clicking on the link.


Banking

Manage Accounts

To manage / edit your accounts go to the Banking center through your Day to Day menu or

through clicking on the widgets.

This will take you to the accounts overview screen where you will see all the bank account and

credit card accounts for the book.

You can add a new account by clicking the green Add button.

You can click on the icon for each month to go into the Transactions view.

To view / edit the Account properties click on the Settings icon (spanner) on the top right corner

above the account month icons.


Different icons will let you know the status of that month for the account.

This icon will show when This icon will show when

there are no current transactions there are transactions

for the month. for the month.

This icon will show when the month This icon will show when

has been reconciled. the transaction period

has been locked.


Clicking on the month icons will open the Transactions view.

Manual Upload

Reckon One allows importing electronic bank statements into Reckon One by using the manual

upload process and this is available when using Core.

Log into your financial institution and export the electronic bank statement or bank

transactions into a QIF file or CSV file and save it on the local computer and then upload it into

Reckon One.

Go to Day to day menu and then click Banking.On the Bank accounts tab, find the bank account

required and click the corresponding transaction period.


The Transactions screen of the selected bank account opens.

Click the New tab then click the Manual upload button at the top-right hand corner of the

screen.

Click the Select file button.

Choose the QIF file to import then click the green Import the file button

at the top right corner of the screen.


The imported bank entries will appear on the New tab of the selected bank accounts.

The next step is to create rules if applicable, allocate and reconcile the transactions.

Create Transaction Rules

To make allocating transactions quicker and easier in Reckon One, create rules which match

between your imported bank entries and transactions already exist in Reckon One. For

transactions where there is no match in Reckon One, automatically create a payment/deposit

or a transfer based on the rule set up.

Go to the Day to day menu and click Banking from the drop down menu. Click on the

Transaction rules tab.


Click the green Add button. Enter a rule name and select whether the rule applies to Money in

or Money out (spend / receive money). Specify the conditions of the rule, such as Description,

Reference, Date range, Type and amount.

For example, to create a rule for any payment transactions from grocery shopping, set up the

condition as: Description has Any of these words Grocer Reference has Anything Transaction

day is Any Date Amount is Anything.

** Note: When you select the condition to “This exact wording”, the values you entered are case

sensitive. **

Specify the outcome of the rule. For example to create a payment entry for any transactions

that match the above condition, set up the outcome as; Do the following = Create a payment,

Contact = Supplier Grocer, Description = Grocery Shopping.


Allocations are where you specify the account, amount and tax to be entered in Reckon One.

For example, all grocery shopping transactions are to be allocated to the Expense – Office

sundries – Food account. Set up the Allocation as: Account: Expense – Office Sundries – food,

Tax Code: NCG, Percentage 100%

**If you choose the Type to “Amount”, you then must add other line(s) and select Type to Percent and

the total Percentage allocation must add up to 100%. **

Click the Save & Close button. Once saved the rule will automatically run over any unallocated

transactions in the system.

An easier way to create an allocation rule is to click on the green plus symbol and select the

option Add rule.

Creating the rule this way will pull in information from the transaction however you will still

need to check and edit this information for the rule to work properly.

For example you would need to select Amount is and another option to unlock this field to

remove the value and have it as a nill value if the amount variates month to month.


Once the rule has been saved it will automatically run across the unallocated transactions in

your screen and you will see this via the icons.

Clicking the green OK will allocate the transaction as per the rule definitions.

Reports

Reckon One has a range of reports designed to help analyze and understand a business’s

financial position. Reports are available by clicking the Reporting tab. Reports can be printed or

exported.

These reports are available in the Core and Invoice modules, the available reports will change

as Modules are activated.

Reckon One reports with Core only are grouped into 7 sections;

Financial

o Profit and Loss, Balance Sheet, Trial Balance, Account Enquiry

Tax

o GST Summary, Tax Code Transactions

Customers

o Aged Debtors, Aged Debtor Transactions, Invoice List, Customer Transactions,

Unpaid Invoices


Suppliers

o Aged Creditors, Aged Creditor Transactions, Bill List, Supplier Transactions,

Unpaid Bills

Analytics

o Aged Creditor Summary, Aged Customer Summary, Top 10 Customers, Top 10

Suppliers, Top 10 Income Accounts, Top 10 Expense Accounts, Budgets

Lists

o Account List, Bank Account List, Item List, Customer List, Supplier List, Tax Code

List.

Advisor

o Payment List, Receipt List, Journal List

To run an Aged Debtors report click the Customers tab then the Generate button under the Aged

Debtors heading.

Select the options from the drop down lists to customise your report.


To export click the drop down arrow beside the green Export to PDF button and choose the

format.

The report will download and you click the drop down arrow and select to open from within

the browser or from your Downloads folder.

To run a report for example the PROFIT AND LOSS click on the Financial tab and then the green

Generate button.


Choose the Reporting period and Comparison period if applicable. Scroll down once your options

are selected to view the report.

To further edit the report click on the green Show more options button.


Select the modifications and filters you wish to apply to the report then click Show fewer options

to collapse the menu again. Click the green Refresh button to apply the changes to the report.

To export click the drop down arrow beside the green Export to PDF button and choose the

format.


The report will download and click the drop down arrow and select to open from within the

browser or from the computer’s Downloads folder.

Logging Out

To log out of Reckon One click on the Administration menu and click on the Log Out option.


Support

You can access support from within Reckon One by clicking on the Support icon.

This will take you to the Contact Us page.

You can also access help via the Reckon website. From the main page at www.Reckon.com.au

click on Support and select Support from the drop down menu.

You can select One from the software options and access FAQ and suggestions or post your

own question.

http://www.reckon.com.au/


You can also view and join the Reckon Community where you can post, participate and follow

questions and conversations.

Click on the Community icon at the top of the page to navigate to the Community page.

You can join for free and manage your email preferences easily, just click the Register link and

follow the prompts.

SYDNEY

Level 7, 65 Berry Street, North Sydney NSW 2060 Australia

T +61 2 9577 5000 | F +61 2 9577 5555

AUCKLAND

Ground Floor, ITC Building, 9 City Road, Auckland, New Zealand

T +64 9 302 2228 | F +64 9 302 2121

Reckon Limited ABN 14 003 348 730

[email protected] | www.reckon.com

Documents

Invoices Workbook - Reckon Australia Workbooks/Reckon Invoice… · When you open your book you are taken to the Dashboard which gives you a snap shot of the business via customizable