User Guide to ClearBooks - Maitland LTD€¦ · Maitland Ltd User Guide to ClearBooks - Page 14 ›...

Maitland Ltd User Guide to ClearBooks -

User Guide to ClearBooks

MAITLAND

Created by Maitland Ltd.

Maitland Ltd User Guide to ClearBooks - Page 3

DashboardCreating new customersCreating sales invoicesCreating credit notesCreating new sales and expense item codes for products and servicesEmails to customersEntering expensesEntering mileage claimsScanning and attachmentsBankMulti-currencyCreating bookmarksClearBooks weekly back up fileOpen payrollClearBooks mobile appOther features in ClearBooks - you may want!

Links to additional video resources:ClearBooks for SME’s ›How to void an invoice ›How to create / delete a customer and supplier ›

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Contents

http://www.maitlandca.co.uk/clearbooks-tour/

http://www.clearbooks.co.uk/support/guides/video/how-to-cancel-an-invoice/

http://www.clearbooks.co.uk/support/guides/video/how-to-createdelete-a-customer-and-supplier/


DashboardThe dashboard is the central control panel for ClearBooks. It’s the interface that all clients see when they first log in and allows users to navigate their way to each section of ClearBooks.

Whether you’re raising invoices or adding expenses, the dashboard will get you to where you need to be.

You will see a number of “widgets” on the dashboard each containing important applications and a link to functionality.


Here are some of the key features:

Sales & customers

Shows total value of unpaid invoices, lists totals unpaid by customer name in descending value, allows you to create invoice, add customer, create quote and also view all invoices, customers and quotes.

Dashboard widgets


Purchases & suppliers

Dashboard widgets

Shows total value of unpaid bills (including net salary), lists totals unpaid by supplier in descending value, allows you to create bill, add supplier and also view all purchases and suppliers


Bank accounts

Shows the total available funds, lists all business bank accounts including directors loan accounts, showing balances on each and allowing you to import a bank statement in CSV format and manage money in and money out.

If the balance on your directors loan account is negative – good news! the company owes you that amount whereas a positive balance should be avoided as this means you owe the company that amount and arrangements should be made to repay the company

Dashboard widgets


Latest expenses

Dashboard widgets

Shows latest expenses per employee by approved, pending and draft status, allows you to add expense, add employee and view expenses

Financial reports

Allows you to access Profit & loss, Balance sheet and Cash flow reports


VAT

Dashboard widgets

Shows the total VAT owed to/(due from) HMRC building up since submission of last VAT return, total VAT payable/(repayable) outstanding from last VAT return submission and lists previous VAT liabilities/(repayments) from earlier periods.

Profitability

A three line summary showing income, expenditure, profit/(loss) by period and allows you to view a more detailed Profit & Loss report.


Customise Dashboard: Ability to turn off/on a range of widgets.

Dashboard widgets


Fully customisable

Tailor which features you want to show or hide on the dashboard, meaning it always remains clear, simple and uncluttered. Drag and drop each feature of the dashboard to customise its layout.

Dashboard widgets


Creating new customers

Starting from the Dashboard click ‘Add customer’

Basic information can now be entered for the new customer.

If you complete the e-mail address you can send out automated emails to your customers. Refer to the section in the guide that covers automated emails.

Step 1 of 4


Creating new customers

From the right hand side of the screen click on ‘Customer invoice defaults’.

You can now set the default account code from the drop down box. For all Sales Revenue select an appropriate code from list i.e. Sales-EU, Sales-Rest of World or Sales–UK.

Step 2 of 4


Next select the VAT rate from the drop down box and select ‘Save’

Creating new customersStep 3 of 4


Next select the ‘Default vat treatment’ from the drop down box. e.g. – Goods or Services to UK Customer.

Finally enter your credit days in the last box. Then click ‘Save’.

Creating new customersStep 4 of 4


Creating sales invoices

Starting from the Dashboard click ‘Create Invoice’

Step 1 of 4


› Date = invoice date

› Due date = automatically calculated from credit terms

› Reference = your internal reference. e.g. – client purchase order or self billing reference

› Invoice # = auto-generated from ClearBooks system

› Theme = we have created an invoice theme ‘Maitland Client’ which is designed for those businesses which charge for their services by using a unit (day/hours). The ‘Maitland Client’ theme might not be suitable for all businesses

› Project = only applicable if you wish to track your projects

› Currency = only applicable if multi-currency enabled

› VAT treatment = select appropriate from drop down list. e.g. - goods or services to UK customer

› Choose an item = select product or service provided if already set up as an item. Refer to the section in the guide that covers ‘creating new sales and expense item codes for products and services’

› Details = enter wording to appear on the invoice

› Quantity = number of units sold / days worked

› Account and VAT rate = these should automatically be populated from the customer set up with the default account code and VAT rate

› Add item (blue text) = ability to add another item to your invoice

› Manage attachments (blue text) = able to attach documents to your invoice. Tip: you must save the invoice first before attaching scans Also refer to ‘scanning and attachments’ section

› Summary text = field available for any additional text you wish to appear on your invoices


Select your customer from the drop down box. Enter the following details by using the tab key moving between fields.

Step 2 of 4



You can now either save your invoice as a draft by clicking ‘save draft’ or to save your invoice as complete click ‘save’.

You can now select any of the following options:

› PDF = ability to view, print and save invoice

› View = to view only

› Print = print only

› Email = to email to your customers

› Attach = you are now able to attach timesheets, contracts or any other relevant document

Step 3 of 4



Once your invoice is confirmed it will be appear under the ‘unpaid’ tab waiting to be paid.

It will also update the unpaid invoices figure on the dashboard. You can click on this figure to obtain details of all unpaid invoices.

Step 4 of 4


Step 2 of 4

Step 3 of 4

Step 4 of 4

Creating credit notesStarting from the Dashboard click ‘Create Invoice’

Select the ‘credit note’ tab and select ‘create credit note’

Select your customer and enter all relevant details

You can now click ‘save’ and your credit note will appear under the ‘credit notes’ tab. Note there is no draft option available.

Step 1 of 4


Step 1 of 3

Creating new sales and expense item codes for products and servicesTo save time when populating sales invoices you can create item codes for products and services. This can be your daily consultancy rate or expenses you regularly incur.

Select tools / stock


Step 2 of 3

Click on ‘add item’ now you can start to populate the fields with your sales and expense code details. The example shows a sales code created for a ‘daily rate’

Select ‘save’ to retain data.’


Step 3 of 3

Creating new sales and expense item codes for products and services

This item code can now be selected when creating sales invoices from clicking on the drop down menu.


Emails to customersIf you email invoices to your customers you need to verify your customers email address first.

From the dashboard. To add an e-mail address to an existing customer. Select ‘all customers’

How to verify customer email addressesStep 1 of 4


Step 2 of 4

From the customer list select your customer

Emails to customers


Select ‘edit customer’ from the list of options on the right hand side

Emails to customersStep 3 of 4


Enter email address and select ‘save’

Emails to customers

Then select ‘verify email’. This generates an email to the customer asking them to verify the email address.

Let your customer know that they will receive an email from you and ask them to click on the verification link.

Step 4 of 4


Once the customer email address has been verified it should then stop any emails with attachments going into their junk email inbox.

When you are manually emailing a document it is possible to edit the text in the body of that specific email if you need to.

Emails to customers


Step 1 of 5

Entering expenses

From the dashboard click on the ‘add expense’ button on the ‘latest Expenses’ widget.


Start entering the expense details. Select the relevant employee name from the ‘receipt from’ drop down box as well as the ‘employee claiming’ box. These should be the same employees.

Step 2 of 5

Entering expenses


You can add a new item code if you have a recurring expense every month. e.g. – Use of house as office. Refer to the section ‘creating new item codes’ in this guide.

Once the claim form is complete you can either click submit for approval or save draft. If you are compiling your expenses over the month we would recommend you save as a draft and add more items as you go.

Refer to the section ‘scanning and attachments’ as you can upload documents against the items created within your expense claim (e.g. - receipts).

Step 3 of 5

Entering expenses


Once your expenses are saved as a draft and any attachments attached you will be able to see these from the draft tab, and they will appear on the dashboard too.

You can manage these draft expenses e.g. add another expense, edit, attach a scanned document etc. by clicking on ‘draft’ within the latest expenses widget, and then clicking on the ‘manage’ drop down menu. A paperclip symbol appears against items with an attachment.

Step 4 of 5

Entering expenses


Once you are happy with these expenses you can approve them by clicking the ‘submit for approval’ button, which will appear once you have ticked the box on the left.

Step 5 of 5

Entering expenses


These will now appear on the expenses dashboard widget awaiting payment.

Entering expenses


Step 1 of 5

Entering mileage claims

From the dashboard click on the ‘add expense’ button on the ‘latest Expenses’ widget. Then select the ‘Transports’ tab. In order for a mileage claim to be created you need to add the transport method first. e.g. – car/van, motorcycle and bicycle.


Enter the details of your car and then click submit.

Step 2 of 5



Now you can start to create your mileage claim by entering the relevant details in the fields below.

Step 3 of 5



Once you have completed your mileage form click save at the bottom of the form. This is then saved under the ‘draft’ tab.

You will then need to approve the claim by ticking the box on the left hand side.

Select the ‘submit for approval’ button.

Step 4 of 5



Select the expense by ticking the box on the left. Then select ‘approve’ button.

Step 5 of 5



This will now appear on the dashboard ready for payment along with other expenses claimed.



Scanning and attachmentsYou can add scanned documents to:-

› Sales invoices (e.g. – self-billing invoice, remittance advice, timesheets etc)

› Expenses (e.g. – receipts)

› Bills (e.g. – supplier invoices) – We will attach these for you.

› Other documents for information purposes and future use (e.g. – finance agreements)

The files supported are png, gif, jpg, jpeg, tif, tiff and pdf.

Please note when uploading files into ClearBooks you cannot rename these files once they have been uploaded. If you need to rename these do this before uploading.


Step 1 of 6

Scanning and attachments

Add an attachment from any of the following widgets on the dashboard.

› Sales and customers – ‘Create Invoice’

› Latest Expenses – ‘Add Expense’ Select ‘manage attachments’



You will now see a box to upload your attachment.

Step 2 of 6


Step 4 of 6


Choose the file you wish to attach and click ‘upload’.

› Sales invoices (e.g. – timesheets, remittance advice, self-billing invoice etc) via Sales and customers widget – ‘Create Invoice’ and ‘manage attachments’

› Expenses (e.g. – receipt) via Latest Expenses widget – ‘Add Expense’ and ‘manage attachments’

› Other documents you can upload from any of the widgets above and these will remain unattached e.g. – bills and finance agreements.

Once the attachment has been uploaded you will see the file appear with the option to unattach if you wish.

Step 3 of 6


Step 5 of 6


If your invoice or expense has an attachment it will have a paperclip symbol in the status column.

If you need to double check this has been attached to your invoice, bill or expense from the dashboard select the following.

› Sales and customers – ‘all invoices’

› Latest Expenses – ‘view expenses’ then select ‘approved’ tab



If you want to attach another file or remove the attachment you can do this by clicking on the ‘manage’ drop down and selecting ‘attachments’.

Step 6 of 6


Sending attachments in bulkYour ClearBooks account has generated a unique email address. Multiple files on a single email can be sent to this email address to be uploaded to the system.

You can also forward emails you have received with attachments (e.g. self-billing invoices) to this email address.

To find out your email address:

› Navigate to settings

› Organisation

› Details tab

› API to view the unique email address (R/H side of screen) The email address consists of : [email protected]

Step 1 of 2 Step 2 of 2

To send files to this email address. Create a new email and enter the scans email address above as the recipient address. The files supported are png, gif, jpg, jpeg, tif, tiff and pdf.

The files will be uploaded to the account within the hour.

Once the files have been uploaded they will appear in the uploaded files list. These files can then be attached to the appropriate transaction when you click on manage attachments.


BankFor all business bank accounts we require you to download a CSV file from your bank.

The way you download a CSV file from your bank will vary depending on who you bank with.

We also require you to add an additional description column to enter detail to identify the individual transactions. A typical bank CSV file looks a bit like this:


Multi-CurrencyClearBooks can create multi-currency sales invoices, bills and expenses.

You will need to contact us if you need this feature enabled.

We have produced a separate user guide for you to cover multi-currency functionality.


Step 1 of 5

Creating bookmarksIf you like a page so much and want to go back quickly then we suggest create a bookmark.

Click on the ‘bookmarks & history’ and click on the heart symbol which will then turn red when selected.

You can then click on this every time you wish to go to that page. We would suggest you set up the following Bookmark so you can see your tax / dividend calculation.

How to set up the Tax and Dividend Bookmark:


Step 2 of 5

Creating bookmarks

Select ‘Dividends’ from the sub-menu.


Creating bookmarks

Select the ‘Calculator’ tab.

Step 3 of 5


Creating bookmarks

Select ‘Bookmarks and History’

Step 4 of 5


Creating bookmarks

Select ‘Corporation Tax’

Step 5 of 5


ClearBooks weekly back-up fileYour data is backed up regularly and stored in multi-site locations. In addition ClearBooks take a minimum of 7 daily snapshots of your data.

You will also receive a scheduled email every week from ClearBooks with your backup data. The database file is encrypted and can only be read by restoring it back into ClearBooks. A system restore would be handled by the ClearBooks support team. This file should be stored in a safe place as this is your data.


Open PayrollOnce Team Maitland has processed your monthly payroll it will be available for you to see within ClearBooks and Open Payroll.

Viewing your payroll information To review your payroll, logon to your ClearBooks account and from the Dashboard select “All purchases” from the “Purchases & suppliers” widget

You will see listed your payroll transactions comprising:

› Net pay due to each employee = Month Monthly Payroll

› PAYE & NIC due to taxman (if any) = Month HMRC Payroll Taxes

Viewing your payslips

To view your own payslip, click on Open Payroll in the very top left hand corner of the screen, this will take you to:

› Open Payroll/My Payslips where you will see a summary and from the right hand side click on “payslip”.

› If you have other employees they can view their payslips too.


Open Payroll

If you owe HMRC Payroll Taxes, how to pay HMRC

You should arrange for electronic payment to HMRC. Payments must be received by HMRC Accounts Office no later than the 22nd day of each calendar month quoting the following details:- Payment reference – in the format NNNABNNNNNNNNNNNN (which is your Accounts Office Reference and the Tax Month Number). Please note that your Accounts Office Reference can be found within ClearBooks from the Dashboard - select “All suppliers” from the “Purchases & suppliers” widget and it is shown under “Contact” against the HMRC PAYE supplier. HMRC bank details – sort code 08-32-10, account number 12001039, account name AO Cumbernauld We would remind you that penalties arise for late HMRC payments.

If your circumstances change – please talk to us!

Finally, should your circumstances change (e.g. you no longer work for this Employer, the business has ceased to trade etc.) we would remind you to update us with all relevant details at your earliest opportunity.


ClearBooks mobile app

This app can be obtained for free by visiting:

http://www.clearbooks.co.uk/tour/mobile

then downloading via Google Play or the Apple App Store.

The app enables you to manage your accounts whilst on the go and wherever you may be. The app continues to work even if you have no internet connection and the data that you have input is saved and later synced with your account once you regain internet access.

Key functionality of the mobile app includes:-

• Dashboard monitoring of key financial data• Create and edit sales invoices • Manage customers and suppliers• Scan and attach expenses receipts to your invoices and bills

We understand that the developers at Clear Books are at an advanced stage with work on a new mobile app which will allow you to add Expenses Claims, scan and attach expenses receipts to your expenses. Clear Books have informed us that this should be available by the end of June 2014.

http://www.clearbooks.co.uk/tour/mobile


Other features in ClearBooks – you may want!

› Multi-Currency - creates invoices and bank accounts in foreign currencies. Once enabled this feature allows you to set your own multi-currency rates and tailor which currencies to use. Will also allow you to add and convert expenses paid in other currencies

› Projects – the ability to track your projects by cost centre, division or project

› Time Tracking – record time for the tasks, projects and clients you have worked on and create sales invoices from your timesheets

› GoCardless – direct debit payment system for invoices

› Purchase orders – use purchase orders to request a product or service from a supplier

› Recharge expenses – the ability to pick from a list of expenses and bills paid and recharge to your customer

› Recharge expenses – the ability to pick from a list of expenses and bills paid and recharge to your customer.

If you are interested in any of the above please do not hesitate in contacting us and we can discuss with you in more detail.

There are numerous other features too and add-ons with 3rd party products such as Capsule CRM, Keebo, MailChimp and Receipt bank.

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