· Web viewCash accounting recognizes revenue and expenses only when money changes hands, but...

ACCOUNTING APPLICATION PROJECT SCOPEStep 3: Field Level Detail & Screen Shots

Introduction

The Excel Accounting Application [working title] will be a powerful yet simple accounting application that will allow small and medium sized business to run their entire financial operation using a single Excel Workbook.

With many large, complex and expensive online accounting applications available today, there is a strong and viable market for a simple, all-in-one application that requires nothing more than Excel as a platform. Users will not need internet access to run this application and all sensitive financial data is stored in the user’s computer.

This application is being built for the hundreds of thousands of small and medium business owners and managers who want a single application to organize and keep track of their finances in a simple and straight-forward manner. Anyone with basic computer and excel skills will be able to work with this application.

This project will be headed by Randy Austin yet will be looking for valuable input and suggestions from those Mentorship Members who have joined the program at its launch.

The application will be built in weekly intervals at 90 Minute training modules, broken down into smaller lessons and released each week. Based on this schedule I estimate the application to be created over a period of 7 to 10 months. Additional time will be required to launch the application which will include website & sales page creation.

On completion of the application we will have a full accounting application that can be relied on as the sole application by thousands of companies to take full control of their financial data and reporting. Future phases of this application might include Payroll, a Mobile Sync App, and Bank Transaction Syncing.

Body

Global Settings – The following are some global settings that apply to multiple screens, forms & Tables

1. Required Fields in Forms should have a light-yellow background (conditional formatting)

2. Tables should have alternate color rows for easy viewing & editing using conditional formatting

3. Date Fields will contain a pop-up, shape-based calendar and/or a small calendar icon when users enter

the cell to allow them to click on the icon, launching the calendar


4. All Account Drop Down lists should display Account Number (if enabled), Account Name & Account

Type

5. The application will have uniform button heights to be set at .3”, Font: Calibri & Size 12 Point

1. Admin – This screen will contain a vertical menu and handle User Rights Management, Account Settings &

Defaults, Workbook Sharing & Sync Options. A shaped based header to include “Admin. Information” along

with an icon will be displayed at the top. Each section will have automated tab stops for easy navigation.

a. General Info – In this section, users will be able to set application defaults & lists

i. Default Currency – Drop Down list of currencies

ii. Default Time format – Drop down list of Time Formats

iii. Default Date Format – Drop down list of Date Formats

iv. Default Phone # Format – An open text field allow users to enter a Phone format such as ###-

###-####, or any other combination. Changes here will affect the Phone formats across the

entire application.

v. Phone Type List – A list of 10 possible phone types (Cell, Mobile, Home, etc)

b. Company Info – Detailed information about the Company

i. Company Name – Open text field

ii. Main Contact First Name – Open text field

iii. Main Contact Last Name – Text Field

iv. Contact Email – Email Formatted Field

v. Phone Type 1 – Drop Down list of Phone types

vi. Phone 1 – Open text field

vii. Phone Type 2 – Drop Down list of Phone Types

viii. Phone 2 – Open text field

ix. Logo & Browse Button – Allow users to upload their logo (set max 1mb size). Logo to be

displayed in designated area (Used in Purchase Orders & Invoice templates)

x. Website – Open text field for website

xi. Billing Address – Open text field for full address

xii. Billing City/Area – Open text field for the company city or area


xiii. Billing State/Province – Open text field for the company city or area

xiv. Billing Zip/Postal Code– Open text field for the company city or area

xv. Billing Country– Drop Down list of all countries

xvi. Shipping Address – Open text field for full address

xvii. Shipping City/Area – Open text field for the company city or area

xviii. Shipping State/Province – Open text field for the company city or area

xix. Shipping Zip/Postal Code– Open text field for the company city or area

xx. Shipping Country– Drop Down list of all countries

xxi. Copy To Shipping Button – This button will copy the Billing Address Fields over to the Shipping

address fields

xxii. Company License/ID# - Open text field.

xxiii. Custom Field 1- Label Name-Open Text, Value - Open Text Field

xxiv. Custom Field 2- Label Name-Open Text, Value - Open Text Field

xxv. Custom Field 3- Label Name-Open Text, Value - Open Text Field

xxvi. Custom Field 4- Label Name-Open Text, Value - Open Text Field

c. User Management – With this section administrators can set specific multi-user settings. If the first

‘Enable Multi-User’ settings is turned off, all of the following fields and options will be hidden.

i. Enable Multi-User – An On/Off Switch that will enable/disable the multi-user feature

ii. Remember Username – An On/Off Switch that gives the user the option to remember their

username in the login screen

iii. Password Recovery – An On/Off Switch that his option will give the user the ability to reset

their password, when turned on

iv. Password Recovery BCC Email – Email Field – Hidden when Password Recover option is off.

This will send a BCC Email anytime a user sends a password recovery email to themselves

v. Minimum Password Characters – Drop down list of numerical values from 4 to 10, which

allows the admin to set the minimum # of Password characters

1.

d. User List & Rights - List of Usernames, emails & their respective rights to the application components

(Edit Templates, Edit Records, View Records, Delete Records, Void Records)


i. User Roles - Users can assign up to 5 User Roles. Each role can have specific user-rights

assigned. When a user is assigned a role, then those rights are automatically carried over to

that user. (this allows for assigning of quick user rights)

1. Role Name- Open text field in which users can assign a role name

2. Role Rights – Single selection input in which roles can have non-viewable, viewable or

non-viewable rights to specific screens or features.

ii. Users – A list of users, passwords and their roles & individual rights.

1. User ID – Automated, numerical, unique & hidden User ID # associated with each user

(User ID is stored in databases so that in case of Username change, user ID remains

fixed)

2. Username – Open text field to allow users to add in their usernames (Username

change must trigger Change of Sync Folder Name (of add new one)

3. Password – Open Text Field, possibly masked with asterisk & protected for users who

have viewable, but not editable rights, to Admin panel. Minimum # of characters

based on ‘Minimum Password Character’ settings in User Management settings.

4. Role – A drop-down list of user roles created above. (optional)

5. Email – Email address of the user

6. Individual Screen & Features – Single selection input in which roles can have non-

viewable, viewable or non-viewable rights to specific screens or features such as:

a. View Admin Screen

b. Update Admin Screen Options

c. View Transactions

d. Add New Transactions

e. Void Transactions

f. Delete Transactions

g. View Invoices

h. Customize Templates (Invoice, PO’s, Checks)

i. Edit Invoices

j. Delete Invoices

k. Void Invoices

l. View PO’s


m. Edit PO’s

n. VOID PO’s

o. Delete PO’s

p. Add/Edit Customers

q. Add/Edit Vendors

r. Add/Edit Items

e. Default Accounts & Settings - Set optional default accounts for Transactions, Invoices, Expense,

Accounts Receivable & Accounts Payable.

i. Accounting Options & Settings – Miscellaneous accounting-related settings & options

1. Accounting Basis – Cash /Accrual– A Drop Down list with two options “Cash” &

“Accrual”. The differences of these two are realized in the reporting. The difference

between cash and accrual accounting lies in the timing of when sales and purchases

are recorded in your accounts. Cash accounting recognizes revenue and expenses only

when money changes hands, but accrual accounting recognizes revenue when it’s

earned, and expenses when they’re billed (but not paid). The Accrual method is more

common and preferred.

2. Use Account #’s – A Yes/No option to use account #’s (show sample) Accounts will #’s

will be included in the accounts list if Yes is selected

3. Default Sales Tax – Sales Tax Name & Sales Tax % (used on Invoices & Credit Memos)

4. Default Purchase Tax – Purchase Tax Name & Purchase Tax % (Used on Purchase

Orders & PO Credits)

5. General Ledger Default Date Range – This is the date range that will be used to

display the transactions within the General Leger. Within that screen users can filter

transactions by any date; however this setting sets the default Date Range. A common

setting maybe ‘This Month’ or ‘This Year’

ii. Default Accounts & Settings

1. Accounts Receivable - A drop-down list of all Asset Accounts Types (This field is

required and cannot be left blank)

2. Accounts Payable – A drop-down list of all Liability Accounts (This field is required and

cannot be left blank)


3. Inventory Sales Account – A drop-down list of Income accounts used to set the

default Income Account for new Inventory items

4. Inventory Purchase Account– A drop-down list of COGS accounts used to set the

default COGS Account for new items

5. Inventory Asset Account – A drop-down list of Asset accounts used to set the default

Asset Account for new Inventory items. Inventory Items are tracked as assets until

sold

6. Service Item Sales Account: – A drop-down list of Income accounts used to set the

default Income Account for new Inventory items.

7. Service Item Purchase Account: – A drop-down list of Income accounts used to set the

default Income Account for new Inventory items

8. Bank/Checking Account – A drop-down list of Asset accounts. The Default Bank or

Checking account is used to Pay Bills & Write Checks

9. Credit Card – A drop-down list of Liability accounts. The Default Credit Card Account is

used in Credit Card Charges & Credit Card Credit transactions. This is an optional field

10. Undeposited Funds – When payments are received, but not deposited they are held

in an asset account, often called ‘Undeposited Funds’. This drop-down list will contain

a list of all Asset type accounts. Default “Undeposited Funds”

11. Opening Balance Equity – This will be a drop down list of all Equity accounts allowing

the user to set an opening balance Equity Account, used when setting initial values of

Stock on Hand for new Inventory Items

12. Customer Payment Method– Sets the default payment Type for customer payments

(drop-down list based on Customer Payment Methods

13. Vendor Payment Method – This is the default method in which you will pay bills to

your vendors. Options include Bank, Credit Card & Online Payment

iii. Payment Terms – User-Defined list of payment terms to include

1. Term Name – Open Text Field to assign a name to each term (required)

2. Term Duration- Numerical field in which users will enter whole numbers from 0 To

365. If left blank the value will be 0.

3. Discount % - Numerical field with two decimals (percent Format.) This is an pptional

discount can be given to any term based on the # of days


4. Discount Days – Numerical field in which users will enter whole #’s. This # must be

less than the Term Duration. If left blank no discount will be applied.

iv. Customer Payment Method – A list of admin-defined payment method used for Customer

Payments to include

1. Cash – Hardcoded and cannot be changed by the user (Used in Making Deposits)

2. Checks – Hardcoded and cannot be changed by the user (Used in Making Deposits)

3. Mastercard -Editable

4. Visa -Editable

5. American Express -Editable

6. Discover-Editable

7. Other Credit Card-Editable

8. Other-Editable

9. Debit Card-Editable

10. Gift Card-Editable

11. E-Check-Editable

12. (Allow for 10 to 15 more payment types if space permits)

f. Vocabulary & Naming – Give users ability to modify names within the application. Example: “Sales

Order” instead of “Invoice” or “Supplier” instead of “Vendor” – Changes made here will modify all

instances, including menus, within the application and would apply to Invoicing, Purchasing, Inventory,

Kits, Groups & Vendors.

i. Customer Field – Default “Customer” – Open Text Field. These are the people or companies

who will be purchasing your product or services. Some examples of names you can change this

to would be “Clients”, “Contacts”,

ii. Vendor Field – Default “Vendor”- Open Text Field. These are the companies in which you

purchase goods & services from. Users can replace this with any other name such as Suppliers,

Sellers or Subcontractors.

iii. Invoice Field – Default “Invoice” – Open text Field. These are the Invoices in which you will

create for the items & services you sell. You can replace this text with names like “Sales

Receipt”, “Sales Order”, “Receipt”, or any other name you would like.

iv. Credit Memo– Default “Credit Memo” – Open text Field. These are the Credit Memos in which

you will create for the items & services you that are retuned by your customers. You can


replace this text with names like “Return”,” Refund”, “Invoice Credit”, “Return Receipt”, or

any other name you would like.

v. Purchase Order– Default “Purchase Order” – Open text Field. These are the Purchases in

which you will create for the items & services you purchase. You can replace this text with

names like “Purchases”, “COGS Purchased”, “Purchase Receipt”, or any other name you would

like.

vi. Purchase Return– Default “Purchase Return” – Open text Field. These are the Purchase Order

Returns in which you will create for the items & services purchased by your company that you

return. You can replace this text with names like “Return Receipt”, “Return Receipt”,

“Inventory Returns”, or any other name you would like.

vii. General Ledger – Default “General Ledger” – Open text Field. This is the screen in which

transactions are views as a list. Some options can be “General Journal”, “Account Register”,

etc.

viii. Sales Tax – Default “Sales Tax” – Open text field. This will be the name assigned to the Sales

Tax field on Invoices, Purchase Orders, Invoice Returns and PO Returns. You can replace this

text with names such as “Tax”, “GST”, “VAT”, etc.

ix. Equity Accounts – Default “Owners’ Equity” – Open text field. Within the application Equity

can often be referred as “Owners’ Equity”, “Stockholders’ Equity”, or other types of Equity.

This field will allow the user to customize the way Equity is displayed throughout the

application.

g. Workbook Sharing & Sync – Ability to turn on/off Workbook sharing & sync, set default shared

folders, etc.

i. Workbook Sharing On/Off – This button/ setting will allow users to turn on & off workbook

sharing. When Off, other fields within this section will be disabled or invisible

ii. Default Shared Folder – This will be a Per-User setting, that each use will browse using a

browse button the specific folder in their shared drive (DropBox, OneDrive, Google Drive, etc)

in which much be shared by all users who will be sharing this application)

iii. Sync On Workbook Open – Yes/No

iv. Sync Before Workbook Close – Yes/No

v. Sync Every X Minutes – This will be a numerical field in which users can enter the # of minute

intervals in which they want to sync data in their workbook


vi. Additional Sharing & Sync- Features & Options can be added later

h. Emails & Notifications – Application Email & Notification default settings such as log settings, new

email & notification defaults

i. Email / Notification Default – Any specific defaults for new Notifications or new Emails would

be place here if determined necessary

ii. Default BCC – A list of Triggers along with a default BCC in which specific emails based on

triggers are automatically sent a Blind Carbon Copy

iii.

i. Customer Settings & Defaults – Set new customer defaults, tax rates & options, (4 custom fields with

Names, Types, Formats & Default Values w/ List Item popup), phone types & payment terms.

i. Default Country – Drop Down list of all Countries (For both shipping & billing addresses) –

Users can leave this blank or set a default country for all new customers

ii. Default Phone Type 1 – Drop Down list of Phone types. Users can optionally set a default

phone type for new customers

iii. Default Phone Type 2 – Drop Down list of Phone types. Users can optionally set a default

phone type for new customers

iv. Payment Terms – A Drop down list of Payment Terms set up in the Accounting defaults. This

will be an optional field in which users can select a specific default Payment Term to appear

for all new customers

v. Taxable – Checkbox. Default settings if new Customers are set as taxable or not

vi. Default Tax Rate – This will be the default tax rate for new customers, and is an optional

numerical field with 2 decimals

vii. Invoice History Date Range – Drop-down list of all Date Ranges. Sets the default date range

for the Invoice History Tab within the Customer screen. Cannot be left blank.

viii. Payment History Date Range - Drop-down list of all Date Ranges. Set the default date range

for the Payment History Tab within the Customer screen. Cannot be left blank

ix. Custom Field 1 – Allow the user to assign various details for Custom Field 1 including:

1. Label Name – Text field with limited characters (perhaps around 10 but will be

checking with tests) – Users will define a Label Name for this field, Once updated, it

will then be displayed in the Customer Info details and throughout the application


2. Field Type – A drop-Down list of field types (Currency, Date, List, Number, Percent,

Text & Time)

3. List Pop-Up Icon – A pop Up Icon will be displayed only when the field type is “List”.

When clicked a small form will pop-up allowing users to Add, Edit & Remove Items

from this custom list

4. Field Format – A dynamic drop down list of formats based on the Field Type (List &

Text are both ‘General’, while Date, Number, Percent, Text & Time have different lists

of formats)

5. Default Value – Format of this cell based on the Field Format chosen above. This is an

optional field that will set the default value for this Custom 1 field for New Customers.

If List item is chosen, the validation will be a list. Entering a new text here, that is not

currently on the list, gives the user a small pop-up asking if they want to add this item

to the list. On Yes, the item is added.

x. Customer Custom Field 2- Same exact 5 features as Custom Field 1

xi. Customer Custom Field 3- Same exact 5 features as Custom Field 1

xii. Customer Custom Field 4- Same exact 5 features as Custom Field 1

j. Vendor Settings & Defaults – Set new customer defaults, tax rates & options, custom fields, phone

types & payment terms.

i. Default Country – Drop Down list of all Countries – Users can leave this blank or set a default

country for all new Vendors

ii. Default Phone Type 1 – Drop Down list of Phone types. Users can optionally set a default

phone type for new vendors

iii. Default Phone Type 2 – Drop Down list of Phone types. Users can optionally set a default

phone type for new vendors

iv. Vendor Types – A single column list of Vendor Types

v. Default Vendor Type – A drop down list of Vendor types (from the list above) which allows

users to set the default Vendor Type for new Vendors

vi. Taxable – Checkbox. Default settings if new vendors will charge tax or not


vii. Default Tax Rate – This will be the default tax rate for new customers, and is an optional

numerical field with 2 decimals

viii. Invoice History Date Range Default – Drop-down list of all Date Ranges. Sets the default date

range for the Invoice History Tab within the Customer screen. Cannot be left blank.

ix. Payment History Date Range Default - Drop-down list of all Date Ranges. Set the default date

range for the Payment History Tab within the Customer screen. Cannot be left blank

x. Custom Field 1 – Allow the user to assign various details for Custom Field 1 including:





Text & Time)






of formats)






xi. Vendor Custom Field 2 – (Same 5 options above)

xii. Vendor Custom Field 3 – (Same 5 options above)

xiii. Vendor Custom Field 4 – (Same 5 options above)

k. Item Defaults – Set defaults & define Custom fields for items.

i. Item Type – This will be a drop-down list of item types (Inventory, Non-Inventory, Service) and

will be an optional field a user can set the default for new Items.

ii. Default Vendor – A drop down list of Vendors. Users can optionally set a default vendor for all

new items


iii. Default Markup % - An optional 2 digit decimal field in which users can set the default markup

for items.

iv. Taxable – This checkbox will set the default for new items to be taxable (checked) or non-

taxable (Unchecked)

v. Invoice History Date Range Default – A Drop down list of date ranges. Cannot be left blank

vi. Purchase History Date Range Default – A Drop down list of date ranges. Cannot be left blank

vii. Item Custom Field 1 – Allow the user to assign various details for both Inventory & Non-

Inventory Items Custom Field 1 including:





Text & Time)






of formats)






viii. Item Custom Field 2 – (Same 5 options above)

ix. Item Custom Field 3 – (Same 5 options above)

x. Item Custom Field 4 – (Same 5 options above)

l. Purchasing Defaults – Miscellaneous Purchase Order defaults & settings

i. Initial Purchase Order # - Users can put any numerical value here. New PO’s will increase

incrementally by 1.

ii. Default Save As – Sets the default Save As. All Save As options (PDF, Excel, Picture, Last Used)


iii. Print To - Sets the default Print To. All Printer Options including “Last Used”

iv. Email As – Sets the default Email As. All Email As options (PDF, Excel, Picture, Last Used) – This

option sets the default Email As option when the Invoice Screen is opened.

v. PO Custom Field 1 – Allow the user to assign various details for Custom Field 1 including:





Text & Time)






of formats)






vi. PO Custom Field 2 – (Same 5 options above)

vii. PO Custom Field 3 – (Same 5 options above, if space permits)

viii. PO Custom Field 4 – (Same 5 options above, if space permits)

m. Invoicing & Credit Defaults – Starting Invoice #, Default Save As, Print To, Email As (or last set to last

used, 4 Custom Invoice Fields (Name, Type, Default Value)

i. Initial Invoice # - Users can put any numerical value here. New Invoices will increase

incrementally by 1

ii. Default Save As – Sets the default Save As. All Save As options (PDF, Excel, Picture, Last Used)

iii. Print To – Sets the default Print To. All Printer Options including “Last Used”

iv. Email As – Sets the default Email As. All Email As options (PDF, Excel, Picture, Last Used) – This

option sets the default Email As option when the Invoice Screen is opened.


v. Invoice Custom Field 1 – Allow the user to assign various details for Custom Field 1 including:



will then be displayed in the Invoice Details as an option


Text & Time)






of formats)


optional field that will set the default value for this Custom 1 field for new Invoices. If

List item is chosen, the validation will be a list. Entering a new text here, that is not



vi. Invoice Custom Field 2 – (Same 5 options above)

vii. Invoice Custom Field 3 – (Same 5 options above, if space on Invoice permits)

viii. Invoice Custom Field 4 – (Same 5 options above, if space on Invoice permits)

n. Transaction Change History – Options such as Enable/Disable Change history option, keep for xxx

days, all users/ non-admin users, etc.

i. Enable Change History – This Yes/No option will allow users to keep a change history of

transactions or not. When enabled a history of all changes will be kept in a table

ii. Keep Changes For X Days – This numerical field will allow the users to limit the change history

to a # of days. Changes after these # of days will be deleted. Validation from 1 to 1000 should

be sufficient

iii. Track Only Non-Admin users – This Yes/No option will allow users to set the application to

track changes for All users or only non-admin users.

2. User Login & Password Reset (Userform Pop-Ups) – When user rights are enabled pop-up for will have the

ability to have user’s login, remember username & reset password


a. User Login Form – A Pop-Up form, if enabled, on application start up to allow users to securely login

and will include:

i. Username – A text box field allowing the user to enter their username. This can default to the

last username used if the Admin has allowed usernames to be remembered and the user has

selected the ‘Remember Username’ option

ii. Password – A text box field masked with “*”. Users must enter the correct password in order

to access the application

iii. Remember Username – Checkbox allowing the application to remember the username when

this option is enabled in the Admin settings. When this option is selected the Username will

not be cleared the next time the user logs in.

iv. Login - Button used to check username & password & log the user in.

v. Close – This button will cancel the login process and close the application

vi. Forgot Password or Username – This link/option, when enabled in the Admin, will allow the

user to reset their password, based on their username email. Their username will be emailed

to them and allow them to reset their password. (This feature is only available when the

admin has allowed it in the Admin settings)

vii. Reset Password Button – This pop-up will enable the user to reset their password. This button

is only visible when the Admin has enabled this feature. Once a user clicks the button, the

‘Password Rest Form’ is displayed. (See below)

b. Password Reset Form – This form, if admin enabled, will contain 3 fields.

i. Temporary Password – This is the password that was sent via email and will be randomly

generated by the application. The user must enter this temporary password correctly in order

to complete the password reset process

ii. New Password – This field allows the user to enter a new password (password must meet the

standards set up in the admin user settings)

iii. Repeat New Password – Users must enter an exact duplicate of the password above.

iv. Reset Password Button – This button will run a check to make sure that the Temporary

password is correct, that both New Password fields match, and that the password meets the

rules set in the User Admin settings. If all of those rules pass, a new password will be updated

in the user account, and if Sharing and Sync is activated, this Password will be synced with all


Admin applications. User is also granted access to the application and logged in based on their

individual user rights.

v. Cancel Button – This button closes the pop-up form without any changes to the user account.

No access to the application is granted

3. Chart Of Accounts – A listing of all the Chart Of Accounts, Account #’s, Balances and the ability for users to

Add & Edit Accounts. NOTE: A unique and separate ‘ChartOfAccountsDB’ will hold all of the actual Chart Of

Accounts Data. Details are pushed and pulled from that sheet to populate the details in this sheet.

a. Top Button Set – Buttons & Options in the header section will include:

i. Add New Account - A single Add New Account button will allow users to display the Chart Of

Accounts Pop-up UserForm

ii. Show Inactive Accounts checkbox, then when selected will also display all inactive accounts

within the list, likewise, when un-selected will only show accounts that are active.

iii. Clear Filter – This button will only be displayed when a filter has been enabled. Clear filter

button will display all active accounts (or all accounts) based on the inactive/active checkbox.

This button will be hidden when filters have been cleared

b. Chart Of Accounts Form – (Pop-up Userform) This Form gives the ability for users to Add, Update,

Make Inactive & Delete Accounts (Only accounts that have not been used in transactions can be

deleted)

i. Account ID# - Hidden, automated, unique and un-editable by the user. This automated

numerical ID# will increment by 1 for each new account added and will be used to identify the

account in all transactions.

ii. Account # - Only displayed if user has opted to use Account #’s within the admin – Text Field

entry

iii. Account Name – Users will inter the name of the Account here. This is a text field and is

required.

iv. Account Type – A drop-down list of static accounts from the Account Type list (See Developers

sheet). This field is required and cannot be modified when editing accounts. This field is only

enabled when adding new accounts.

v. Account Category – This will allow users to assign a specific category, based on the account

Type, for Example ‘Assets’ can have Other Asset, Bank or Cash, and “Liabilities” can have

“Other Liabilities”, “Credit Cards”, “Long Term liability”, etc. Account Category relationships


will be set up in the Developers sheet. When an account Type is changed, the Category is

cleared. This is a required field for new Asset, Liability & Equity Accounts but is not required

(or used) with Income, COGS, and Expense Accounts

vi. Account Description – A long text field that allows users to enter an optional description

vii. Account Inactive– An option box will disable the account. When selected this account will not

show up in the drop-down list of available accounts

viii. Button Set – For New accounts both “Save Account” and “Cancel New” will be displayed,

while existing edits will have “Update Account” & “Cancel” buttons

c. Chart Of Accounts List – This will be a table of all Chart Of Accounts. This will be a filterable and

sortable list. NOTE: This list will be pulled from the actual list “ChartOfAccountsDB” which is hidden

from all users, for security, sharing & Sync purposes). This list will include the following columns:

i. Account ID # - This will be a hidden, automated and Unique ID that cannot be viewed or

edited by the user. (Account ID’s are important so that when a user changes an Account Name

or Account #, the transactions remain correct)

ii. Account Number – This column will only be visible if the Admin has enabled Account #’s to be

used in the Admin settings. Includes Account #’s (if enabled), Account Name, Type, Balance (if

applicable), Users will be able to apply a Sort (Ascending/Descending) by clicking on the

column header and will be able to filter accounts via a text field under the header.

iii. Account Name – The Name that has been assigned to the account. Users will have the ability

to sort by this column by clicking on the header, and filtering by entering text within the field

below the header.

iv. Account Type – A list of the assigned account types. Users will have the ability to sort by this

column by clicking on the header, and filtering by entering text within the field below the

header.

v. Active – A column which is only displayed when the ‘Show Inactive’ Accounts option is

selected in the header. In this instance Active accounts will contain a checkmark () while

inactive accounts will be in gray background with darker gray font and without the checkbox

vi. Account Balance – The current balance on the account (Applies only to Asset, Liability &

Equity Type accounts)

vii. Account Description – A Description of the account.


viii. Dynamic Button Set – On a selection of any account within the list will display a button set of

3 buttons as follows:

1. Edit Account (Pencil Icon) – With this button users will be able to edit any account

(Clicking this button will display Edit Account Form, however the Account Type will be

disabled)

2. Delete Account (x icon) – When clicking this button users will be able to delete an

account. IMPORTANT NOTE: Only accounts in which no transactions have been

created can

3. View Account (magnifying glass icon) – This icon, when clicked, will take the user to

the General Ledger screen, automatically filtered with the selected account, and the

default date range set up in the Admin- Accounting section.

4. General Ledger/Journal/Account Register – All transactions can be displayed in the General Ledger. Users will

have the ability to Add, Edit & Void both simple & compound transactions as well as sort & Filter transactions

based on various account & date fields. This screen will be made up of the following

a. Header Section – Users will have the ability to filter by accounts and date range and will include

i. Account Title – A fixed text shape that will display the selected account title.

ii. Date Range – A drop down list of all date ranges. Defaults for this are set up in the Admin-

Accounting section. Date Range drop-down list is located in the Developers Sheet

iii. From Date – A Date formatted field that includes a shape-based pop-up calendar. This date

will be based on the Date Range set or can be modified independently by the user.

iv. To Date - A Date formatted field that includes a shape-based pop-up calendar. This date will

be based on the Date Range set or can be modified independently by the user.

v. Filter By Account – A drop down list of all accounts including an [All Accounts] option at the

top of the list

vi. Account Balance – A fixed & protected text displaying the balance of the selected account.

This text will be hidden when the [All Accounts] option is chosen or any Income, Expense or

COGS account has been selected.

vii. Fixed Header – Header will be fixed so as the user scrolls below the header will remain in its

position.


b. Body Section – Account Register Table which will be sorted by date from oldest to newest and

automatically scroll to the last transaction when refreshed. Each Transaction is made up of two rows

and will include.

i. Table Header - Header will include two rows as follows:

1. Upper Row – Date, Debit Account & (Dynamic Text Based on Account Type Ex; Bank:

“Withdrawal”, Liability: “Payments”, etc), Name (Vendor, Customer, or General

Name), Debit Amount, Credit Amount, Balance, Cleared Checkbox, Icon Spaces

(Selected transaction will display icons)

2. Lower Row – Trans. Type, Credit Account & (Dynamic Text based on Account type Ex:

Bank “Deposit”, Liability: “Increase”, etc), Memo/Notes, Debit, Credit, Cleared

Checkbox, Icon Spaces (Selected transaction will display icons)

ii. Transaction ID# - A hidden and automated # that is unique for each transaction. Users will not

be able to see or edit this Transaction ID# and will increment by 1 for each new Transaction.

iii. Transaction Date – (Upper Row) This is the original transaction date, formatted as a date.

Selecting on this cell will display a shape-based pop-up calendar. The calendar will default to

the date in the cell or, if blank, will display the current month & year.

iv. Number – (Upper Row) – This field will be used for misc. #’s such as Check #’s, Invoice #’s or

PO #’s.

v. Transaction Type – (Lower Row) This will be a drop-down list of all transaction types (Check, Deposit, Invoice, Rec’d Pmnt., Bill Pmnt., Transfer, Expense, Journ. Entry)

vi. Debit Account – (Upper Row) This will be a drop-down list of all active accounts. If the user

enters an account that is not in this list, they will be prompted with a message box “An

account by that name does not exist. Would you like to add it at this time?” Yes/No. If the user

chooses “Yes”, the ‘Add/Update Account Userform will appear with the users typed in account

displayed in the account name section. When adding the new account, and once all the

required fields are added, the newly added account name will then appear in this Debit

Account cell. This field is required.

vii. Credit Account – (Lower Row) This will be a drop-down list of all active accounts. If the user

enters an account that is not in this list, they will be prompted with a message box “An

account by that name does not exist. Would you like to add it at this time?” Yes/No. If the user

chooses “Yes”, the ‘Add/Update Account Userform will appear with the users typed in account

displayed in the account name section. When adding the new account, and once all the


required fields are added, the newly added account name will then appear in this Debit

Account cell. This field is required

viii. Name – (Upper Row) This will be a text field, drop down list of all combined Vendor and

Customer names, sorted alphabetically. (List will be stored & updated in the Developers

Sheet) This field is required

ix. Memo/Notes – (Lower Row) This field will allow users to type in any notes or memos

regarding the transaction. This is an option al field

x. Debit – This will be a currency field (based on currency format set in Admin screen) Users can

enter a Debit amount here (optional)

xi. Credit– This will be a currency field (based on currency format set in Admin screen) Users can

enter a Debit amount here (optional)

xii. Balance – This will display the balance of the account on that day (Assets, Liability & Equity

Accounts only). This is a protected & Un-editable field.

xiii. Cleared – This field will display a checkmark (use top & bottom rows), when a transaction has

been cleared via Reconciliation Screen

xiv. Action Column – This column will be used to display icons for the selected transactions. Icons

will be based on the status of the transaction and can include:

1. Save Icon – When a user makes a change to an existing transaction an icon with a

green checkmark will appear, allowing the user to save their changes. If this is a new

transaction, once the user enters all of the required fields, this icon will also appear,

instructing the user to save this new transaction. User must have right to save/update

transactions in order for this change to take effect.

2. View Icon – A magnifying glass icon will be displayed on selected transactions allow

the user to go to the Enter Transactions screen and open up this selected transaction

from this screen

3. Delete/VOID Icon - Users will have the ability (if User-rights apply) to delete or void

transactions. Once clicked a pop-up allowing the user to Delete or Void the

transaction will appear.

xv. Compound/Split Transactions – On selection, users will be able to create a Compound (or

Split) transaction which allows a single transaction to be split into multiple sub-transactions.

The sum of all of these sub-transactions must equal the Debit (or Credit) of the entire


transaction in order to save or record the transactions. Compound transactions are made up

of the following components

1. Compound Transaction Icon – On selection of any transaction a Compound

Transaction Icon will appear ( ). Clicking on this icon will add rows below the

transaction in which users can add in additional entries as part of this transaction

2. Compound Header Row – This header row, displayed only for Compound

transactions, will contain Account, Memo, Debit Amount, Credit Amount. This will

only be displayed when the Compound feature is expanded

3. Compound Entry Row – Users can in details for the compound transaction including

Accounts (required), Memo (optional text field), Debit or Credit Amount (required).

As soon as a details are entered a new blank row is created above, allowing the user

to enter another part of the split transactions. All Debit or Credit Amounts entered

here must equal the Debit or Credit Amount in the original transaction amount in

order for the transaction to be updated or saved. Once a Save or Update is clicked, a

check will be run in VBA for proper balancing. A hidden Compound Entry marker “CI”

along with the corresponding database row will also be used to track Compound

Entries

c. Import / Export Transactions – Users, with proper security rights, will have the ability to both import

& export transactions. Importing data reliant on proper mapped data with all required fields.

d. Screen Shot - This screen may look something like this:


5. Transactions – These screens will give the user the ability to Add, Update & Void transactions such as

Transfers, Bills, Bill Credits, Charges, Charge Credits, Transfers, Checks & Cash Withdrawals. Both Simple &

Compound transactions can be added. Entries here will also be visible in the General Ledger. Enter

Transactions screen will contain the following components:

a. Button Set – Two different button sets available. One for New Transactions (Save New/ Cancel) & one

for existing transactions (Update, Void, Delete (if applicable), Add New, Make Recurring)

i. For Existing Transactions – The following buttons will be available for previously saved,

existing transactions:

1. Add New – This button will allow clear the current transaction and enter the New

Transaction Mode. Button will be hidden for users who do not have rights to

add/update transactions

2. Update- Users can update & save any changes made to existing transaction. This

button should only be visible for those transactions in which changes have been made

and for those users that have rights to edit transactions. On Update, a Fade Out

message confirmation will appear.

3. Make Recurring/Edit Recurring – This button will display the ‘Recurring Transaction’

pop-up. If this transaction is already part of a recurring transaction, then those details

will be displayed in the pop-up, otherwise default recurring details will be displayed

(more on the Recurring Userform below)

4. Void/Un-Void – Users will have the ability, if given user rights, to Void Transactions.

Voided transactions no longer have an impact on the accounting however their details

are still visible. Voided Transactions can be “Un-voided”. This button is visible for only

users who have VOID rights

5. Delete– Users will have the ability, if given user rights, to Delete Transactions. Deleted

transactions are completely gone from the records however may be stored in the

change history. A confirmation prompt will appear to confirm deletion. This button is

visible for only users who have Deletion rights. On Delete, a Fade Out message

confirmation will appear.

ii. For New Transactions – The following two buttons will be visible when new transactions are

being created


1. Save & New – This button will save the current transaction, show the fade out

message, and move back into the New mode with all of the non- default fields cleared.

(Transaction Type should remain as it is)

2. Save Transaction – This button will save new transaction. Users must have rights set

in the Admin to save new transactions. On Save, a Fade Out message confirmation will

appear.

3. Clear – This button will clear any previously filled in fields within the form

b. Enter Transaction Form – This form will allow users to add, update, delete & void transaction. This will

contain an automated tab Sequence. All transaction related fields available. Form may have a different

look and feel based on the transaction type so users can easily differentiate between say Bills &

Charges. Some fields will be visible on certain type of transactions while others may not. This form will

contain the following components

i. Transaction # - An automated, unique, incremental, hidden and un-editable # that is assigned

to each transaction (for Check Type transactions, this will be automated based on the last

Check # Printed/created)

ii. Button Set – Allow users to perform various transactions for each transaction including:

1. Save Transaction – Saves the current Transfer & adds a fade out confirmation

message (check for required fields needed)

2. Save & New – Saves the current transfer & clears the screen for a new transfer (check

for required fields needed)

3. Clear – Clears all the current fields

4. Prev. – Allows the user to navigate to the previous transaction

5. Next – Allows the user to navigate to the next Transaction

6. Print Check – Only visible for Transaction Type “Check”. This button will create a Print

Checks pop-up, with only the selected transaction/check selected. NOTE: Check must

first be saved before it can be printed. When this button is pressed a Print Checks

Pop/Up or screen will appear that will allow users to print one or many screens and a

button to customize the check template if needed

iii. To Print – This checkbox, visible only for ‘Check’ Type transactions allows the user to set the

Reference # set to “To Print” when this option is checked the Reference # becomes un-edible

iv. Created/Modified On- Date & Time the transaction was last modified by


v. Created/Modified By – Username who last modified or created this transaction

vi. Transaction Type – A drop-down list of all transaction types based on the list set up in the

Developers Sheet (Required) Options: (Check, Bill, Bill Credit, Credit Card Charge, Credit Card

Credit). The Transaction Form will take on a different look & feel, based on the Transaction

Type Selected using conditional formatting & other tools.

vii. Transaction Date – A date-based field with a pop-up, shape-based calendar. Date will default

to the current date.

viii. Account – This will be a dynamic Drop-down list of accounts based on the Transaction Type.

Both the Label and the drop-down list will be dynamic. The following modifications will be

made based on the Transaction Type

1. Checks – The default Bank account (set up in Admin). The drop-down list will contain a

validation list of all asset accounts. Label Text will be displayed as “Bank Account:”

2. Bill/ Bill Credit - The default Liability account (set up in Admin). The drop-down list

will contain a validation list of all Liability accounts. Label Text will be displayed as

“A/P Account:” (Should be disabled or hidden as there is just one Default A/P that is

used so that when bills are payed the proper A/P is credited)

3. Credit Card Charge/Credit - The default Credit Card account (set up in Admin). The

drop-down list will contain a validation list of all Liability accounts. Label Text will be

displayed as “Credit Card:”

ix. Ending Balance – Visible on Checks, Charges & Charge Credits and other account-specific

transaction types (non-editable)

x. Reference # - A Bill or Reference entered by the user – Free text field, not required. (Checks

will change this text to “Check #” or “To Print”. When the “To Print” option has been selected,

this field becomes un-editable and displays To Print

xi. Name – (Add Autocomplete Via Dynamic Combo Box) This will be a drop-down list of

alphabetized Customers & Vendors. If a user enters a name that is not in the list, they will be

prompted with an option to create a New Customer, New Vendor or Cancel. The Label will be

dynamic based on the Transaction Type (Charge/Charge Credit: “Purchased From”, Bill/Bill

Credit: “Vendor:”, Check: “Pay To:” (When adding names, consider an “Open Purchase Order

pop-up” based on open purchased orders for the specified vendors)


xii. Address – The Billing Address of the Vendor or Customer selected

xiii. Amount – The text on this field will be variable based on the Transaction Type (Ex; Bill –

Amount Due, Transfer – Transfer Amount, etc)

xiv. Spelled Out Amount – An amount that is converted from numbers to words. (non-editable

field)

xv. Payment Terms – A drop-down list of payment terms from the Admin sheet. This is not a

required field, but will default to the Preferred Vendor Payment terms in the selected Vendors

information

xvi. Discount Date – This is the date that is automated based on the payment terms IF a discount

% and Days has been sent, otherwise it is left blank

xvii. Bill Due - Date Formatted field defaults to date based on Payment Terms. If no Payment term

has been set, the Bill Due Date will default to the Bill Date. A shape-based pop-up calendar will

appear on user selection. This field is only visible for Bill Type Transactions

xviii. Cleared – This will be a checkbox showing if a transaction is Cleared, Not Cleared or

Indeterminate (Which for our purposes means a user has selected it as cleared in the

Reconcile Statement but has not yet Reconciled the Statement

xix. Memo - Optional Text field in which users can enter any text. This Field is visible for all

transaction types

c. Expenses Section – This left Section will Display the “Expenses” Text along with the total Expenses

created within the tab (Currency Format based on Admin Currency settings). (The table willow for 100

rows) and will contain the following columns:

i. Expense – (Add Autocomplete Via Dynamic Combo Box) Drop Down list of All Accounts

(required)

ii. Amount – Amount field, format based on Global Currency format (required)

iii. Memo – Text field in which users can enter any text (optional)


iv. Database Row – Hidden value that will signify the row of the database this item is tied to (Db

row #’s are only assigned when a transaction is saved)

v. Delete Icon – A Delete Row icon will appear on each selected row that contains an Expense.

Deleting this row will bring all of the items below up one row, and also remove the transaction

# from the associated database row (if any) so that this ‘removed item’ will not appear when

this transaction is loaded again

d. Items Section – Allows users to enter Items (Inventory, Non-Inventory & Service Items) on purchases

(Checks, Bills, Charges) or Returns (Bill Credits & Charge Credits). The Total of the items will be

displayed dynamically in the Header text

This Items Table will include the following columns:

i. Item Name – (Add Autocomplete Via Dynamic Combo Box) A drop down list of all active item

names (regardless of item type).

ii. Description – Defaults to the Purchase Description of that selected item but can be modified

by the user

iii. Qty – Numerical field will default to the default purchase quantity but can be changed

iv. Cost -Currency field which will default to the Purchase cost of the selected item but can be

changed

v. Total Cost – Un-editable currency field based on the Qty and Cost fields.

vi. Memo – Text field in which users can enter any text specific to the item being purchased or

returned

vii. Delete Icon – A Delete Row icon will appear on each selected row that contains an item.

Deleting this row will bring all of the items below up one row, and also remove the transaction

# from the associated database row (if any) so that this ‘removed item’ will not appear when

this transaction is loaded again

viii. Database Row – Hidden value that will signify the row of the database this item is tied to (Db

row #’s are only assigned when a transaction is saved)

ix.

e. Transactions_DB – This will be a hidden table (all users) which will track all data saved for the

transactions.


f. Print Checks – This feature will display a pop-up off all Check type transactions with a reference of To

Print. Users can Select All or Individual checks to print. Users can then print checks with various

options based on Print Checks Setup. This screen will consist of the following

i. Button Set

1. Print Checks – This button will be used to print the checks to the default printer

2. Check Setup – This button will send the user to the “Customize Checks” section of the

Print Checks screen (hidden unless button is clicked). This button will be visible for

only users who have rights to Edit Templates.

ii. Checking Account – This will be the default checking account set up in the Admin default back

account but can be changed via the drop-down list. List will contain a all active Asset Accounts.

iii. First Check #– This will allow users to enter the Check # of the first check to be printed. The

default # will be the last check # printed + 1 but can be changed by the user.

iv. Print Checks Summary – This section will show a summary of all selected checks to print

1. # OF Checks To Print – Total count of selected checks

2. Total Amount Of Checks To Print – Total Amount of selected checks

v. Print Checks Table – This Table will include all of the checks that are set To Print. Users can

select which checks are to be printed. The table will include the following columns:

1. Selection Check – This option will give the user the ability to select which checks to

print

2. Transaction/Check Date – Displayed the check or transaction Date (un-editable)

3. Payee Name – The Customer or Vendor name the check has been written to (un-

editable)

4. Amount – The amount of the check (un-editable)

vi. Print Check Preview (Right Side) – This will display the first check to be selected so that users

can get a visual representation of the check to be printed

vii. Screen Design – This screen may look something like this


viii. Customize Check Template – This section, hidden unless the user has clicked the Customize

Check mode, will allow users to customize the check templates and will include the following

1. Check Style – This will include 3 check styles in which the user can select 1 (Voucher,

Standard or Wallet)

a.

2. Print Options - (left pane) This will include a host of selection option in which the user

can display or hide various fields for the checks. Fields selected will be displayed in the

main, check template section

3. Check Template – This section will allow users to place & position various fields

accordingly. Users can update fonts, colors & sizes of the fields wile in ‘Edit Mode’

4. Return To Check Printing – This button sends the user out of Customize & Edit mode

and returns the user to the check Printing section


5. Print Test Check – This button will allow the user to print a test check for proper lining

up of fields.

g. Make Transfers – This will be an independent screen allowing users to transfer funds from one

account to another and will contain the following components

i. Date – Default to the current date but can be modified with a shape-based pop-up calendar

(required)

ii. Transfer From – A drop-down list of all Asset, Liability & Equity Accounts (Required,

Autocomplete)

iii. Transfer To – A drop-down list of all Asset, Liability & Equity Accounts (Required,

Autocomplete)

iv. Transfer Amount – Currency Format based on Admin settings. (required)

v. Memo – Text field (optional)

vi. Button Set – A set of buttons as follows:

1. Save Transfer – Saves the current Transfer & adds a fade out confirmation message

(check for required fields needed)

2. Save & New – Saves the current transfer & clears the screen for a new transfer (check

for required fields needed)

3. Clear – Clears all the current fields

4. Prev. – Allows the user to navigate to the previous transfer

5. Next – Allows the user to navigate to the next Transfer

h. Make Deposits – This screen will allow users to combine various customer payments and create a

single ‘deposit’ transaction to coincide with their bank statements for clear and easy reconciliation.

This screen will contain the following:

i. Select By Payment Method – This will allow the users to select to display payments by specific

payment methods only. Options will include:

1. Checks & Cash – This is a combination of any payments by either Check or Cash

2. All Other Methods – A list of all other Payment Methods as set in the Admin screen

ii. Deposit To – This will be a list of all Asset Accounts from the Chart Of Accounts (required).

Default will be the default checking account set up in the Admin screen

iii. Date – This is the date of the deposit and will default to the current date but can be changed

iv. Memo – A free text field to allow users to enter notes for the transaction being deposited


v. Button Set – A button Set to Include Save, Save & New and Clear

vi. Deposit Payments Table – This will be a table of all Undeposited funds and will include the

following columns

1. Selection Checkbox – This column will allow users the users to select specific

payments for deposit. The header of this column will include a select all/none

checkbox. Those items selected will be included in the summary & deposited

2. Date – This will be the date when the payment was received (un-editable)

3. Number – This is the Reference/check # used when the Payment was made (un-

editable)

4. From Account – This is a non-editable column which will display the name of the

‘Undeposited Funds’ account used when the payments were made & set up in the

Admin area. (un-editable)

5. Payment Method – The Payment Method used when the payment was received (un-

editable)

6. Name – Customer or Vendor name used when the payment was made (un-editable)

7. Amount – Amount of the check or payment (un-editable)

vii. Cash Back – This feature will allow users to reduce the deposit transaction if they will be

taking cash back from the deposit. It allows for accurate bank reconciliation and will include:

1. Cash Back Account – A list of all other active Accounts from the Chart Of Accounts

(This is required if an amount is entered) (Optional, default for new Deposits is blank)

2. Cash Back Amount – The amount taken from the deposit. This amount cannot exceed

the deposit total. (Optional for new deposits)

3. Cash Back Memo – An optional text field assigned to the Cash back transaction

viii. Fees/Other Expenses – This feature will allow users to reduce the deposit transaction if they

will be incurring some expenses such as Credit Card fees, or banking fees that may reduce the

total deposit amount. It allows for accurate bank reconciliation and will include:

1. Fee Account – A list of all other active Accounts from the Chart Of Accounts (This is

required if an amount is entered) (Optional, default for new Deposits is blank)

2. Fee Amount – The amount taken from the deposit. This amount cannot exceed the

deposit total. (Optional for new deposits)

3. Fee Memo – An optional text field assigned to the Fee transaction


ix. Deposit Summary – This section will display a non-editable summary of the deposit and

include Total Deposit Subtotal, Total Deductions, Deposit Total

x. Design Ideas – The screen may have some of these design ideas:

6. Recurring Transaction Userform Pop-up -Ability to Add/Update any Existing, previously saved transaction to

make it recur at any frequency for any # of times in the future. This pop-up will appear for any transaction that

a user wants to make recurring including Enter Transaction, General Ledger Transactions, Purchase Orders,

Invoices, Bill Payments and Customer Payments. This screen will include the following features.

a. Recurring ID# - An automated, unique, incremental, hidden and un-editable # that is assigned to each

transaction

b. Recurring Transaction – This un-editable text field will display both he transaction type and

transaction # being set to recur. For Example: “Set Invoice #10 to recur every:” (This original


transaction will act as a template for the recurring. Changes to this transaction will change any future

transactions created via the recurring feature)

c. Active Checkbox -This field will allow users to make recurring transactions Active (by selecting) or

Inactive (by un-selecting). This give the user the ability to disable recurring details, without having to

delete the recurring transaction. Only Active recurring transactions will be automatically created.

d. Frequency #– This numerical field will allow users to enter a number from 1 to 72 and is required.

e. Frequency Duration – This drop-down list will consist of the following options (Day(s), Week(s),

Month(s) and cannot be left blank.

f. Monthly Frequency – This field, only enabled and visible when the “Month(s) section is chosen above

will include the following options in a drop down list and will include, “Every 1s“t, “Every 2nd“, “Every

3rd“, “Every 4th“, “Every Last“ options.

g. On Day – This drop-down list, visible for only Week(s) and Month(s) options (Hidden for Day(s) option)

will be dynamic depending upon the Monthly Frequency chosen:

i. For Week(s) Option – This list will include: (Mondays, Tuesdays, Wednesdays, Thursdays,

Fridays, Saturdays and Sundays)

ii. For Month(s) Option – This list will include (“Day”, “Monday”, “Tuesday“, “Wednesday“,

“Thursday“, “Friday“, “Saturday“, “Sunday“). For the Month(s) option a label to the right of

this field “of the month” will be displayed, so that a frequency option might read “Every 1 st

Day Of the Month” or “Every Last Sunday of the month”)

h. Recur Until – This set of fields will allow the user to set how many times this transaction will recur and

includes the following fields

i. End Label “Ends” - this label will allow the user to understand when this transaction should

end

ii. End Type – this will be a drop-down list of 3 End Types and will include (“Never”, “After”,

“On”)

iii. Ends On/After – This field is only visible when the “After” or “On” and will include

(“After”,”Never”,”On”)

iv. Date/Occurrences – This field, hidden when a user choses “Never” will display a Date

formatted field when the user choses the “Ends On” option above or a General /Integer field

when the user choses “After” Field. The following are 3 samples of the Recur Until Option:

1. “Ends Never”


2. Ends After 10 Occurrences

3. Ends On 1/1/2020

i. Enter Transaction – This option gives the user to enter the transaction x days before the transaction

date. For example if an Invoice is to be created on the 1st of each month, this option allows the user to

have that transaction entered 10 days before the 1st of the month. While the transaction date would

still be the 1st of the month, it gets entered earlier and automatically.

i. Days – This field has just one option in which the user can enter the # of days before a

transaction to be entered. Default will be 0. If left blank the default will be zero. Maximum

value will be 365.

j. Next Scheduled Transaction – This un-editable text will display the next Transaction Date based on

the transaction Frequency set above and the current date. This would not be the date that the

transaction gets created but the actual date of the transaction. Such as ‘Next Transaction: Saturday,

March 10th, 2020. The date should be in long form so that they Weekday, Day, Month & Year are

clearly visible.

k. Screen Design – This pop-up may look something similar to this

7. Recurring Transactions List – This will contain a list of all recurring transactions and contain all the recurring

transaction templates that have been created. Users will be able to View, Update & Delete Recurring

transactions from this screen.

a. Button & Options – The Following buttons and options will be place above the Recurring Transactions

table

i. Edit Recurring Details – The button will open the recurring pop-up screen based on the

selected Recurring transaction in the table below


ii. View Original Transaction – This button will open the original Transaction (Invoice, Bill,

Transfer, etc) based on the selected recurring transaction below

iii. Show All/Active option – This option when Show All is selected will show all transactions,

Active and Inactive, however if the Show Active option is selected, only the Active

Transactions will be displayed

b. Table Data – Includes all Recurring data from existing Recurring transactions, which are recorded and

saved using the Recurring transaction pop-up, including next scheduled date, frequency etc. *(A

separate & hidden database file will be used to hold the shared & synced data) Users will then have

the ability to sort & filter the data within this table)

8. Bill Payments – Users will have the ability to View Unpaid bills, sort & filter them as well as pay the bills, apply

discounts & credits. This screen will consist of the following features:

a. Show Bills - This section will allow users to filter the bills based on either Due date or Show all bills. If

the ‘Show Bills on or before’ option is selected, then a Date field will be visible. If the user selects the

Show All Bills, the Date field is disabled. (but not completely hidden

b. Payment Information – This section will allow users to set the information on the account which will

pay the bills and will include the following:

i. Payment Date – This is the date of the transaction payment, and will default to the current

date but can be changed via a pop-up shape calendar

ii. Payment Method – This will display a list of payment methods including Bank, Credit Card &

Online Payment

iii. Check Info – This section will only be displayed if the user has chosen the “Bank” option from

the Payment Method above. The Check Info will include the following option:

1. To Be Printed – If this option is chosen, all of the checks created will have a Ref of “To

Print”, enabling them to be printed

2. Assign Check # - If this option is chosen, all of the check #’s will be assigned

automatically based on the last assigned check #

iv. Account - This will be a drop-down list of Accounts. If the Payment Method is Credit Card,

then this will be a list of all accounts with a Category of ‘Credit Card’ If the method chosen is

Check or Online, then the accounts list will contain only accounts with a Category of Banks.

c. Bill Information Details – This section will display the bill information as well as any discounts &

credits for the selected Vendor within the Bills To Pay table below, and will include:


i. Vendor Name - The name of the vendor of the bill selected (un-editable)

ii. Bill Ref. # - The Bill reference of the selected bill (un-editable)

iii. Terms - The Payment Terms of the selected bill (un-editable)

iv. Suggested Discount – This would be based on the Discount % and Discount Days of the term

(if any)

v. Discount Amount – If a discount is taken, the user would enter the amount of the discount

here

vi. Discount Account -If a discount amount has been entered then an account is required. All

Income, Expense & COGS Accounts would be listed here.

vii. Apply Discount – This button will apply the discount to a bill assuming that the Discount

Amount is less than the Amount due and a Discount Account has been set. Once discount

amount has been set, the amount Due will be reduced by that amount

viii. Credits Used – The Total Amount of the Credits applied to this bill (un-editable)

ix. Credits Available – The Total Amount of the Credits Available for the selected Vendor

x. Open Credits Table – This will consist of a small table on the right side, displaying any and all

open credits for the selected vendor, and will include the following:

1. Selection Checkbox – This gives users the ability to select specific Credits to apply to

the bill (The header will contain a select all/clear all checkbox)

2. Date – This would be the date of the Bill Credit (un-editable)

3. Reference # - The date of the Reference # (un-editable)

4. Available Credit – The Credit amount that is available (this would be The original

credit amount – previously applied credits) (un-editable)

5. Amount To Use – The amount of the credits you would like to use. This amount

cannot exceed the available credit and it also cannot exceed the Bill Amount. When

this Credit is selected by the user, this amount will default to the Available Credit, or

the Balance of the bill, whichever is less.

6. Credit Balance – This is the balance of the Credit once the credit is fully applied to the

bill.

7.


d. Button & Header Options Set – View & Filter Bills by Due date, or show all bills., automate & Edit pay

amount, bank account to pay from, pay date field, notes. Show Beginning & Ending Bank Account

balanced based on selected Bills & Amounts to pay.

e. Sample Screen Shot –

i.

9. Bank Reconciliation -Ability to mark items as cleared, enter adjustments and quickly link to the original

transaction.

a. Reconcile Form – The top section will contain form to allow the user to enter the required fields &

options to reconcile an account. These include

i. Account – This will be a drop-down list of all Asset, Liability & Equity Accounts and is required

ii. Statement Date – This is the date of the statement received by the user. This allows the

application to track reconciliations separately based on a date. This will default to the current

date but can be changed.

iii. Beginning Balance – This is the ending balance of the last statement reconciled for the

specified account and is un-editable

iv. Ending Balance – This will be an amount field and is required. This is the Ending balance on

the received statement.

v. Service Charge / Fees Amount – Optional amount field that allows users to enter any service

charges or fees that have been charged on the Statement.


vi. Date – The date of the Service Charge or Fees. This field is only required if a Service Charge

has been added

vii. Memo – This is an optional memo field that is tied to the Service Charge above

viii. Interest/Other Income – This is an optional amount field that allows users enter any Interest,

credits or other income displayed on the statement.

ix. Date - The date of the Interest or Other Income. This field is only required if a Interest Income

has been added

x. Memo – This is an optional memo field that is tied to the Interest/ Other Income

b. Button Set – A button set of a of just two buttons as follows:

i. Reconcile Now – This button will reconcile the transactions, marking each transaction as

‘Cleared’. Individual transactions are marked as cleared, not cleared or indeterminate if

selected within the reconcile but not yet cleared

ii. Leave – When this button is selected all values & selections are remembered for the specified

Reconcile. This way when the user returns back to reconciling the same statement, all of their

previous selections remain.

c. Summary Section – This section will show a complete summary of the reconciliation transaction as

follows

i. Beginning Balance – This un-editable field is pulled from the Ending balance of the last

statement, or 0 if no previous statements.

ii. Items Marked Cleared - (# of Deposits & Credits) & (# Of Checks & Payments) – Individual text

will be different based on Account Category & Type selected. (un-editable)

iii. Service Charge – This will be the service charges (if any) from above (un-editable)

iv. Interest Income – This will be the interest income (if any) from above (un-editable)

v. Ending Balance – The user entered ending balance from above (un-editable)

vi. Cleared Balance – Based on the Amount of Cleared (selected) items from the table below

(This is the beginning balance plus any selected deposits & credits, minus checks and

payments) (un-editable)

vii. Difference – This is the Ending Balance – Cleared Balance (un-editable)

d. Checks & Payments Reconcile Table – This table will display all of the Debits made on the specified

account within the given time period (from the previous statement date until the current statement

date) and will include:


i. View Transaction Button – This button, above both tables, will allow the user to open the

selected transaction (if any)

ii. Clear Checkbox – This will allow users to select/unselect specific items (the top of this column

will include a select all/none checkbox. Selections are saved within the database as “In

Process’ so that if they have to leave the Reconcile, they can return to it with the previous

selections.

iii. Date – The date of the transaction (un-editable)

iv. Check/Ref – The Check or Reference # of the transaction (un-editable)

v. Payee/Name – The name of the Payee, Vendor or Customer (un-editable)

vi. Amount – The Amount of the transaction

e. Deposits & Other Credits Table– This table will display all of the Credits & Deposits made on the

specified account within the given time period (from the previous statement date until the current

statement date) and will include:

i. View Transaction Button – This button, above both tables, will allow the user to open the

selected transaction (if any)

ii. Clear Checkbox – This will allow users to select/unselect specific items (the top of this column

will include a select all/none checkbox. Selections are saved within the database as “In

Process’ so that if they have to leave the Reconcile, they can return to it with the previous

selections.

iii. Date – The date of the transaction (un-editable)

iv. Check/Ref – The Check or Reference # of the transaction (un-editable)

v. Payee/Name – The name of the Payee, Vendor or Customer (un-editable)

vi. Amount – The Amount of the transaction


f. Screen Shot – A sample screen shot with basic design

10. Customers / Contacts – Users will have the ability to add, update, & delete Customers using this form and

linked table. Screen will be based on a 4 Tab design (General Info, Invoice History, Payment History,

Attachments)

a. Button Set – Users will be able to Add New, Save, Delete (if no transactions exist), Add New and

Cancel new with two button sets below:

i. Add New – This button will clear the current Customer data and move into the Add New

Mode (Showing Save & Cancel buttons and hiding others)

ii. Delete Customer – This button will allow users to delete a customer. The button will only be

visible for those users who have rights to delete customers. Customers can only be deleted if

there are no transactions that involved the specified customer. This button is also hidden

when in the Add New mode.

iii. Save Customer – This button will save new customers once the required fields have been

entered. Only users with rights to add new customers will see this message. IMPORTANT

NOTE: For existing Customers, any changes made will be saved automatically. The reason for


this has to do with the shared workbook feature. When changes are made to a Customer,

Item or Vendor, only those changes are shared amongst all users. So if an update button was

present ALL customer details would then be sent, even details that have not be changed.

Therefore when sharing capabilities exist, it is generally better to save changes automatically

made by a user for existing records.

iv. Cancel New – This button, only displayed in Add New mode, will allow users to get out of the

Add New mode, once canceled the last customer displayed (for that specified user) will be

displayed (Therefore the Last Customer ID must be saved & hidden when in Add New mode)

b. General Info – This tab will contain all of the customer details including an automated, hidden &

unique Customer ID generated. These fields will include:

i. Customer ID – Locked, hidden, unique and un-editable by any user. This is an automated #

that is created for each new Customer.

ii. Customer/Company Name – A text field that allows users to enter the name of the customer

or company.

iii. Contact First Name – Open text field for Customer First name

iv. Contact Last Name – Open text field for Customer Last Name

v. Email – This field will allow users to enter an email and should be formatted as an email along

with email data validation

vi. Phone Type 1 – This will be a drop down list of all phone types based on the Phone Type list in

the Admin section. This field is required if a phone # has been entered

vii. Phone 1 – Numerical Phone Field. Format based on the Phone Format default in the Admin

screen

viii. Phone Type 2 – This will be a drop down list of all phone types based on the Phone Type list in


ix. Phone 2 – Numerical Phone Field. Format based on the Phone Format default in the Admin

screen

x. Active – A Checkbox to activate & de-activate customers

xi. Billing Address – A free text field for users to enter the billing address

xii. Billing City – Free text field to enter billing city

xiii. Billing State/Province – Free text field to enter the billing state or province

xiv. Billing Zip Code – Free text field to enter the billing zip or postal code


xv. Billing Country – A drop down list of All Countries.

xvi. Copy Over Button – This button will copy over all Billing Address details to Shipping address

details

xvii. Shipping Address – A free text field for users to enter the shipping address

xviii. Shipping City – Free text field to enter shipping city

xix. Shipping State/Province – Free text field to enter the shipping state or province

xx. Shipping Zip Code – Free text field to enter the shipping zip or postal code

xxi. Shipping Country – A drop down list of All Countries.

xxii. Custom Field 1 – This field label and field format will get its information from the admin

defaults. Any defaults there will be displayed here.

xxiii. Custom Field 2 – This field label and field format will get its information from the admin


xxiv. Custom Field 3 – This field label and field format will get its information from the admin


xxv. Custom Field 4 – This field label and field format will get its information from the admin


xxvi. Payment Terms – This will be a drop down of Payment Terms set up in the Admin screen. This

will be an optional text field

xxvii. Pref. Invoice Delivery Method – An option drop down list of Email and Print. When Print is

set, the “Set to Email” field on the invoice will be unselected.

xxviii. Tax Rate – This will be the tax rate on Invoices for this customer. The defaults for this field are

set in the Admin – Customer screen – “Default Tax Rate”. Cell is formatted as a percentage

field with two decimal points

xxix. Balance – A non-editable, display-only field that shows the current customer open balance

(total of the un-paid Invoices minus any outstanding Credits)

xxx. Starting Date – The date in which the customer was first created. This will default to the

current date for new customers but can be changed by the user.

xxxi. Notes – An open text field allowing the user to enter any customer-related text

c. Invoice History Tab – Contains a small table of Invoice detail history (Approx. 20 of the last Invoices)

Users can filter invoices using Date Range, From & To Dates


i. View Invoice Button – This button will allow the user to open the selected Invoice from the

table below

ii. Date Range Drop Down List – This will be a date range drop down list based on the list in the

Developers sheet. This will default to the default setting in the Admin menu but can be

changed by the user. The date range option will update both the From & To dates in which to

display Invoices within the Invoice history

iii. From Date – This will be the From date based on the Date Range chosen but can be modified

for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up

calendar when selected. Date format will be based on the global date format

iv. To Date -This will be the To date based on the Date Range chosen but can be modified for the

user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar

when selected. Date format will be based on the global date format

v. Invoice History Table – This table will display Invoices based on the To & From Date selected

above. Users can select rows within the table however the information is un-editable. Invoices

will be sorted from newest to oldest. Highlighted row will be in contracting colors and will

include the following

1. Invoice # - The Invoice number

2. Invoice Date – The date of the Invoice

3. Invoice Amount – This is the original amount of the invoice

4. Terms – These are the payment terms that have been assigned to the Invoice

5. Due Date – The due date assigned to the Invoice

6. Total Payments – This is the sum of all payments that have been applied to the

Invoice

7. Balance – Balance due on the Invoice which is the Invoice Amount – Total Payments

d. Payment History Tab – Contains a small table of Payment detail history (Approx. 20 of the last

Payments) Users can filter payments using Date Range, From & To Dates and will include:

i. View Payment Button – This button will allow the user to open the selected Payment from the

table below





display Payments within the payment history







v. Payment History Table – This table will display Payments, based on Payment Dates, using the

To & From Dates above. Users can select rows within the table however the information is un-

editable. Payments will be sorted from newest to oldest. Highlighted row will be in contracting

colors and will include the following:

1. Payment Date – This will display the date of the payment

2. Ref/Check # - This will be the reference or check # assigned to the payment (if any)

3. Payment Method – The method of payment (Check, transfer, credit card, etc)

4. Invoice # - The Invoice # in which this payment was applied to

5. Invoice Amount – The original invoice amount

6. Payment Amount – The amount of the payment

7. Invoice Balance – This will be the original Invoice Amount – Total Payments applied to

this invoice.

e. Attachments Tab – This Tab will allow users to Add, Preview, Open, View All & Remove Customer

Attachments. Attachments will be stored in a shared folder, inside the Company Folder (Admin

settings), called ‘Customer_Attachments’. A new folder will be created if none exist. These

attachments will include the following

i. Button Set – The Attachments button set will include the following buttons

1. Add New – Allows the user to select a specific attachments. Any type of attachment

can be selected without filters. Clicking on the button will allow the user to browse for

the original location. Selected attachments will be copied over to the Attachments

folder

2. Open Attachment – This button will open the selected attachment in whatever default

application opens the attachment


3. Delete Attachment – This will allow the user to delete the attachment details as well

as the attachment in the individual attachments folder

4. View All – This button will allow the user to see all of the customer attachments (as

the table below will show only around 20) On click of this button, the user will be sent

to the Attachments Sheet where a filter of the selected customer will be placed to

display all of the attachments for the selected customer

ii. Attachments Table – This table will display around 20 of the last customer attachments added

and will include the following

1. Added On – This will display the date of when the user added the attachment

2. Add By – The name of the user who original added the attachment

3. Attachment Name – The name of the file that was added

4. File Type – The type of the file (ex; PDF, JPG, XLSX, etc)

5. Preview – This will be a small thumbnail used for pictures. For non-picture

attachments a default ‘no preview picture’ will be displayed

iii. Screen Shot – The Customer Information area may look something like this:

11. Vendors / Suppliers – Users will have the ability to add, update, & delete Vendors using this form and linked

table. An automated, hidden & unique Vendor ID will be generated.


a. Button Set – Users will be able to Add New, Save, Delete (if no transactions exist), Add New and

Cancel new Vendors with two button sets below:

i. Add New – This button will clear the current Vendor data and move into the Add New Mode

(Showing Save & Cancel buttons and hiding others)

ii. Delete Vendor – This button will allow users to delete a Vendor. The button will only be visible

for those users who have rights to delete Vendors. Vendors can only be deleted if there are no

transactions that involved the specified Vendor. This button is also hidden when in the Add

New mode.

iii. Save Vendor – This button will save new Vendors once the required fields have been entered.

Only users with rights to add new Vendors will see this message. IMPORTANT NOTE: For

existing Vendors, any changes made will be saved automatically. The reason for this has to do

with the shared workbook feature. When changes are made to a Vendor, Item or Vendor, only

those changes are shared amongst all users. So if an update button was present ALL Vendor

details would then be sent, even details that have not be changed. Therefore when sharing

capabilities exist, it is generally better to save changes automatically made by a user for

existing records.

iv. Cancel New – This button, only displayed in Add New mode, will allow users to get out of the

Add New mode, once canceled the last Vendor displayed (for that specified user) will be

displayed (Therefore the Last Vendor ID must be saved & hidden when in Add New mode)

b. General Info – This tab will contain all of the Vendor details including an automated, hidden & unique

Vendor ID generated. These fields will include:

i. Vendor ID – Locked, hidden, unique and un-editable by any user. This is an automated # that

is created for each new Vendor.

ii. Vendor/Company Name – A text field that allows users to enter the name of the Vendor or

company.

iii. Website – The website of the vendor (link format)

iv. Contact First Name – Open text field for Vendor Contact First name

v. Contact Last Name – Open text field for Vendor Contact Last Name

vi. Email – This field will allow users to enter an email and should be formatted as an email along

with email data validation


vii. Phone Type 1 – This will be a drop down list of all phone types based on the Phone Type list in


viii. Phone 1 – Numerical Phone Field. Format based on the Phone Format default in the Admin

screen

ix. Phone Type 2 – This will be a drop down list of all phone types based on the Phone Type list in


x. Phone 2 – Numerical Phone Field. Format based on the Phone Format default in the Admin

screen

xi. Active – A Checkbox to activate & de-activate Vendors

xii. Billing Address – A free text field for users to enter the billing address

xiii. Billing City – Free text field to enter billing city

xiv. Billing State/Province – Free text field to enter the billing state or province

xv. Billing Zip Code – Free text field to enter the billing zip or postal code

xvi. Billing Country – A drop down list of All Countries.

xvii. Copy Over Button – This button will copy over all Billing Address details to Shipping address

details

xviii. Shipping From Address – A free text field for users to enter the shipping From address

xix. Shipping From City – Free text field to enter shipping city

xx. Shipping From State/Province – Free text field to enter the shipping state or province

xxi. Shipping From Zip Code – Free text field to enter the shipping zip or postal code

xxii. Shipping From Country – A drop down list of All Countries.

xxiii. Custom Field 1 – This field label and field format will get its information from the admin


xxiv. Custom Field 2 – This field label and field format will get its information from the admin


xxv. Custom Field 3 – This field label and field format will get its information from the admin


xxvi. Custom Field 4 – This field label and field format will get its information from the admin


xxvii. Vendor Type – A drop down list of Vendor Types (From Admin), with a default value on new

vendors from the admin screen (if any)


xxviii. Default Terms – This will be a drop down of Payment Terms set up in the Admin screen. This

will be the default terms used on new Purchase Orders when this Vendor is selected

xxix. Pref. PO Delivery Method – An option drop down list of Email and Print. When Print is set, the

“Set to Email” field on the invoice will be unselected.

xxx. Tax Rate – This will be the tax rate on Invoices for this Vendor. The defaults for this field are

set in the Admin – Vendor screen – “Default Tax Rate”. Cell is formatted as a percentage field

with two decimal points

xxxi. Balance – A non-editable, display-only field that shows the current Vendor open balance (total

of the un-paid Bills minus any outstanding Vendor Credits)

xxxii. Starting Date – The date in which the Vendor was first created. This will default to the current

date for new Vendors but can be changed by the user.

xxxiii. Notes – An open text field allowing the user to enter any Vendor-related text

c. Purchase Order History Tab – Contains a small table of Purchase Order detail history (Approx. 20 of

the last Purchase Orders) Users can filter Purchase Orders using Date Range, From & To Dates

i. View Purchase Order Button – This button will allow the user to open the selected Purchase

Order from the table below




display Purchase Orders within the Purchase Order history







v. Purchase Order History Table – This table will display Purchase Orders based on the To &

From Date selected above. Users can select rows within the table however the information is

un-editable. Purchase Orders will be sorted from newest to oldest. Highlighted row will be in

contracting colors and will include the following

1. Purchase Order # - The Purchase Order number


2. Purchase Order Date – The date of the Purchase Order

3. Purchase Order Amount – This is the original amount of the Purchase Order

4. Terms – These are the payment terms that have been assigned to the Purchase Order

5. Due Date – The due date assigned to the Purchase Order

6. Total Payments – This is the sum of all payments that have been applied to the

Purchase Order

7. Balance – Balance due on the Purchase Order which is the Purchase Order Amount –

Total Payments

d. Transactions Tab – Contains a small table of Bills & Payments detail history (Approx. 20 of the last Bills

& Payments) Users can filter payments using Date Range, From & To Dates and will include:

i. View Transaction Button – This button will allow the user to open the selected Transaction

(Bill, Pill Payment) from the table below




display Bills & Payments within the history







v. Transaction History Table – This table will display Transactions, based on Payment Dates or

Bill Dates, using the To & From Dates above. Users can select rows within the table however

the information is un-editable. Payments will be sorted from newest to oldest. Highlighted

row will be in contracting colors and will include the following:

1. Transaction Type – This will display the transaction type Check, Bill, Bill Credit, Credit

Card Charge, Credit Card Credit or Payment for the selected Vendor above

2. Trans. Date – This will display the date of the Bill or Payment

3. Ref/Check # - This will be the reference or check # assigned to the bill or payment (if

any)


4. Account – The original invoice amount

5. Amount - The amount of the Bill / Payment

6. Memo – Displays the Memo or Notes of the transaction

7. Cleared – Displays the clear status of the transaction

e. Attachments Tab – This Tab will allow users to Add, Preview, Open, View All & Remove Vendor

Attachments. Attachments will be stored in a shared folder, inside the Company Folder (Admin

settings), called ‘Vendor_Attachments’. A new folder will be created if none exist. These attachments

will include the following

i. Button Set – The Attachments button set will include the following buttons

1. Add New – Allows the user to select a specific attachments. Any type of attachment

can be selected without filters. Clicking on the button will allow the user to browse for

the original location. Selected attachments will be copied over to the Attachments

folder

2. Open Attachment – This button will open the selected attachment in whatever default

application opens the attachment

3. Delete Attachment – This will allow the user to delete the attachment details as well

as the attachment in the individual attachments folder

4. View All – This button will allow the user to see all of the Vendor attachments (as the

table below will show only around 20) On click of this button, the user will be sent to

the Attachments Sheet where a filter of the selected Vendor will be placed to display

all of the attachments for the selected Vendor

ii. Attachments Table – This table will display around 20 of the last Vendor attachments added

and will include the following

1. Added On – This will display the date of when the user added the attachment

2. Add By – The name of the user who original added the attachment

3. Attachment Name – The name of the file that was added

4. File Type – The type of the file (ex; PDF, JPG, XLSX, etc)

5. Preview – This will be a small thumbnail used for pictures. For non-picture

attachments a default ‘no preview picture’ will be displayed

12. Items – Users will have the ability to add, update, & delete Items) Items (if it has not been used in

transactions) using this form and linked table. An automated, hidden & unique Item ID will be generated.


Items will have different types such as (Inventory, Non-Inventory or Service) .The Item sheet will also contain

3 tabs

a. Button Set - Users will be able to Add New, Save/Update, Delete Items (if no transactions exist), Add

New and Cancel New with two button sets above. These buttons will include

i. Add New – This button will allow users to add new Items and will only be displayed for

existing items

ii. Delete Item – This button, only displayed on existing items and for those users who have

rights to delete items. Only items not used in any transactions can be deleted

iii. Save Item – This button will save new items and will only be displayed for new items

iv. Cancel New – This button will cancel out of the Add New mode and return to the last item

viewed

b. General Info Tab – This section will contain all of the specific item details and will include:

i. Item ID # - A hidden, unique & automated ID # will be assigned to each new item. Users will

not have access to this #.

ii. Item Type – A required field that will be a drop down list of Inventory, Non-Inventory &

Service Item. Users must select one of the 3. The default value for new items will be based on

the defaults set in the admin screen

iii. Item Name – The name of the item. When a user enters a name here, a check is done to make

sure this name is unique. Duplicate names will display a pop-up message. This will be an open

text field.

iv. Active/Inactive – This checkbox will allow users to make items inactive. Inactive Items will not

be displayed within the item list on transactions

v. UPC/Manufacture Code – This open text field will give users the ability to enter an item UPC

or Manufacture code for a specified item

vi. Item Picture – Users will have the ability to add an item picture via a “Add Picture” button.

Pictures will be stored in an “Item_Pictures” folder within the main application folder. This

folder will be created automatically if it does not exist

vii. Custom Field 1 – This field label and field format will get its information from the admin


viii. Custom Field 2 – This field label and field format will get its information from the admin



ix. Custom Field 3 – This field label and field format will get its information from the admin


x. Custom Field 4 – This field label and field format will get its information from the admin


xi. Purchasing Information – This section will contain all of the purchasing details for this item

and will include

1. Purchase Description – The description of an item that will appear on Purchase

Orders

2. Item Cost – The cost of the item when purchased. This is the cost that will be

displayed on Purchase Orders when the item is selected. An amount is not required

3. COGS / Expense Account – This will be the Cost Of Goods or Expense Account used

when purchases of this item are made. This account will default to the account set up

for new items in the admin screen (Required?) A drop down list of all Expense & COGS

accounts will be available in this drop down list

4. Preferred Vendor – This will be an option field of a drop down list of all active

Vendors. Users can enter a preferred vendor here

xii. Sales Information – This section will contain all of the fields related to selling this item on

Invoices and will contain

1. Sales Price – The price that will show up on Invoiced when this item is selected.

Currency format

2. Sales Account – The Income account associated with this item when this item is sold

on an invoice

3. Taxable – A checkbox which will display if the item is taxable

4. Markup – A 2-digit decimal field based on the Admin defaults that will automate the

Sales price based on the Purchase Price (users will have the ability to edit this % as

well as the Sales Price)

xiii. Inventory Information – This section, only visible for “Inventory” Type items, will include the

following:

1. Asset Account – A drop down list of all Asset type Accounts (required for inventory

items & default to the Asset account set up in the Admin section)


2. Reorder Point – This numerical value will allow users to set when an item should be

reordered. When the Qty on hand reaches this number, or less, then this item will be

marked for reorder

3. Default Purchase Qty – This will be a numerical value in which this item quantity

default is set on the Purchase Order when this item is entered. (optional field entry)

4. Qty On Order – This will display the # of these items that are currently On Order, but

have yet to be marked as Received. The details here will be pulled from the Purchase

Order Items

5. Qty On Hand – An editable field ONLY for new Inventory Items, otherwise uneditable,

that allow users to set a numerical value for current # of items on hand. If this # is

anything other than zero, a new ‘Opening Balance Transaction’ will be created based

on the Default Opening Balance Equity account (Admin defaults) and the ‘As Of Date’

field below

6. Total Value – The value of the total Qty on hand. This # must be a value other than

zero IF a Qty On Hand is above zero when saving New Items. For existing items this is

an uneditable field.

7. As Of – A date field used when new items are created and the initial Qty On Hand is a

value other than zero

c. Purchase History Tab – This tab will contain all of the purchase history for the specified item. Date

Range, From & To Dates, along with a ‘Go To Transaction’ button, or inline button will allow the user

to go directly to the original transaction

i. Transaction Type – This column will display the type of transaction such as Purchase Order or

Bill

ii. Date – The date of the transaction

iii. Trans. # - The transaction # or reference

iv. Name – This would be a Vendor name on Purchases or Bills

v. Quantity – The Quantity of the items ordered or purchased

vi. Received – This will be a number field to display the quantity received. (for Bills)

d. Sales History Tab – A table containing the last 20 or so Invoice details in which this item was sold. Date

Range, From & To Dates, along with a ‘Go To Transaction’ button will be located in the header


i. Transaction Type – This column will display the type of transaction such as Invoice or Sales

Receipt

ii. Date – The date of the Invoice

iii. Trans. # - The Invoice Number

iv. Name – This would be a Customer name on Invoices or receipts

v. Quantity – The Quantity of the items sold on an Invoice ore Receipt

13. Invoicing – Users will be able to customize, create, save as (pdf, excel, picture), email as (pdf, Excel, Picture)

with search, previous & next, custom headers & Invoice options.

a. Button Set – A full featured button set to perform various actions for each invoice including the

following:

i. Previous & Next Buttons – Allow users to navigate Invoices #’s via these two buttons.

ii. Search Invoice Field – A numerical field in which users can enter a # to search & load a

previously saved invoice. If a new Invoice is currently un-saved, a warning message must

appear stating that the new invoice will not be saved (or cancel out of the search)

iii. Print X Copies To [Printer] – This dynamic button will allow users to set both the # of copies to

print and via a drop down list on the button, select the printer from a drop down list of

printers to print to. This button will look something like this:

iv. Create New Invoice – This button, only visible for users who have the rights to create new

Invoices and when an existing, previously saved invoices, are displayed

v. Save Invoice – This button, displayed for new invoices only, allows users to save new invoices

to the database.

vi. Update Invoice – This could be an option when not in shared user mode. Update would allow

the user to control when changes get saved to existing Invoices. However, when in ‘shared

mode’ when saving or updating all changes would have to be recorded.

vii. Save As – This button will allow users to save Invoices in 3 different formats (Excel Workbook,

PDF, and Pictures) via a drop down list incorporated within the button

viii. Email As - – This button will allow users to email Invoices in 3 different formats (Excel

Workbook, PDF, and Pictures) via a drop down list incorporated within the button


ix. Make Recurring – This button will allow users to make any previously saved Invoice as

Recurring. This button will be hidden for new Invoices. When clicked, the Recurring Pop-up

will be displayed allowing the users to duplicate this invoice at regular intervals.

x. Duplicate Invoice – This button, displayed only on previously saved Invoices, will allow users

to create a new invoice, with all of the details brought over into a new invoice. The new

Invoice created, must be saved in order to duplicate it.

xi. Delete Invoice – This will allow users to delete an invoice. When Invoices are deleted the

Invoice # remains, Invoice status goes to ‘Deleted’ and all values are cleared out. (Invoice #’s

cannot be reused). Invoices that have been marked PAID in partial or full cannot be deleted

xii. VOID Invoice – This will allow users to Void an invoice. When Invoices are deleted the Invoice

# remains, Invoice status goes to ‘VOIDED’, a “VOID” stamp is added and all amounts are set

to zero but the invoice details remain. (All related accounting transactions are zeroed out as

well. Invoices that have been marked PAID in partial or full cannot be voided.

xiii. Apply A Payment- This button will send users to the Receive Payments screen with the

current Invoice selected from the Open Invoices table.

b. Customize Invoice (Left Panel) – Customize Invoice Panel; A slide out panel to customize invoices and

show/hide various Customer & Invoice options, Fields & Controls. The Customize Invoice button will

only be visible for users who have the rights to customize templates. When clicked it will open the

hidden left pane, giving users to customize the template with the following two-tab option:

i. Invoice Details Tab – This tab will contain all of the Company & Invoice details options. For

each option users can choose two display or hide the field label and/or the data. Users will

also have the ability to modify the name of the label here as well within this 4 column, 2 tab

design. Some of the Invoice-specific details such as Invoice Terms, Due Date & Custom fields

will be based on specific cells, while others will be fixed shape-based data and labels.

ii. Customer Details Tab – This tab will contain all of the Customer details that can be added on

an invoice. For each option users can choose two display or hide the field label and/or the

data. Users will also have the ability to modify the name of the label here as well within this 4

column, 2 tab design

iii. Finish Customizing – This button will close the Invoice Customizing left panel

c. Invoice Details (Left Side)


i. Customize Invoice – This button will only be displayed for users who have the rights to

customize templates set up in the Admin – User Security & Rights area. When this button is

clicked it will open up the left pane – customize area. This button will then changes to “Finish

Customizing” to allow the users to hide the Custom Left Pane

ii. To Print – A checkbox to set the Invoice To Print (Invoices can be printed in Batches)

iii. To Email – A checkbox to set the Invoice To Email (Invoices can be emailed in Batches)

iv. Status – Displays the current status of the Invoice – Uneditable – Paid, Unpaid, Voided,

Deleted

d. Header Section – This will include a drop-down list of customers, customer details and any invoice or

customer fields that the user has chosen to display and may include

i. Customer Name – A drop down list based on Active Customers Names (required). An auto-

complete feature will be added so that users can quickly add Customers without having to

locate them on the drop down list.

ii. Additional Fields – All other additional fields are based on the fields the admin has chosen to

display via the Customize Invoice section

e. Invoice Body Section – Table containing Items, Description, Qty, Price, Total & Taxable. This table will

contain the following

i. Item Name – This will be a drop down list of all active Items. An auto-complete feature will be

added so that users can quickly add items without having to locate them on the drop down

list.

ii. Item Description – This will default to the Sales Description of the item selected however it

can be customized with any text

iii. Quantity – This will be the quantity of items sold and will default to 1, but can be updated by

the user

iv. Amount – This will default to the Item Sales price but can be changed.

v. Line Total – This will be a non-editable formula based on the Quantity times the Amount Field

vi. Tax – This is an optional column which will display a checkmark if the item is taxable (set up in

the item details). Users have the ability to check, uncheck this on selection.

vii. Inline Row Controls – Users will have the ability to perform various functions on selecting of

any row with data as follows via a set of icons on the right side of any row


1. Move Row Up – This will move the current row data up one row (not available on first

row)

2. Move Row Down – This will move the selected row down one level (not available on

last row)

3. Insert Row Below – This option, when clicked, will insert a new row below the

selected row

4. Delete Row – this will clear the current row of data and move any data below up one

row. (Must have a minimum # of rows in an invoice)

f. Invoice Footer – This section will include fields such as subtotals, tax total, payments, sub-total and

customer message, based on the customized template settings and could include:

i. Subtotal – A subtotal of all of the line items above (without tax) –Non editable

ii. Tax – If enabled this will display the Total tax (un-editable)

iii. Invoice Total – The Invoice Total (Subtotal + Total Tax)

iv. Total Payments – The total amount of payments that have been applied to this invoice

(optional – uneditable)

v. Balance – The balance owed on this invoice (optional, un-editable)

vi. Custom Notes – A section in which the user can add custom Invoice notes (optional, editable)

g. Invoice Events - This will be a table displaying the history of actions based on this invoice including

when it was first saved, modified, printed or email and will include the following Invoice History table

i. Date & Time – The Date & Time of the Event. The most recent changes will be saved at the

top

ii. Event Type – These would include events such as Emailed, Printed, Created, Modified, Voided,

Deleted, Made Recurring, or Duplicated.

iii. User Name – The user name who completed the action


h. Screen Shot – This invoice screen may look something like this

i.

14. Credit Note – Users will be able to customize, create, save as (pdf, excel, picture), email as (pdf, Excel, Picture)

with search, previous & next, custom headers & Credit Note options.

a. Button Set – A full featured button set to perform various actions for each Credit Note including the

following:

i. Previous & Next Buttons – Allow users to navigate Credit Notes #’s via these two buttons.

ii. Search Credit Note Field – A numerical field in which users can enter a # to search & load a

previously saved Credit Note. If a new Credit Note is currently un-saved, a warning message

must appear stating that the new Credit Note will not be saved (or cancel out of the search)

iii. Print X Copies To [Printer] – This dynamic button will allow users to set both the # of copies

to print and via a drop down list on the button, select the printer from a drop down list of



iv. Create New Credit Note – This button, only visible for users who have the rights to create

new Credit Notes and when an existing, previously saved Credit Notes, are displayed

v. Save Credit Note – This button, displayed for new Credit Notes only, allows users to save

new Credit Notes to the database.

vi. Update Credit Note – This could be an option when not in shared user mode. Update would

allow the user to control when changes get saved to existing Credit Notes. However, when

in ‘shared mode’ when saving or updating all changes would have to be recorded.

vii. Save As – This button will allow users to save Credit Notes in 3 different formats (Excel


viii. Email As - – This button will allow users to email Credit Notes in 3 different formats (Excel


ix. Make Recurring – This button will allow users to make any previously saved Credit Note as

Recurring. This button will be hidden for new Credit Notes. When clicked, the Recurring Pop-

up will be displayed allowing the users to duplicate this Credit Note at regular intervals.

x. Duplicate Credit Note – This button, displayed only on previously saved Credit Notes, will

allow users to create a new Credit Note, with all of the details brought over into a new

Credit Note. The new Credit Note created, must be saved in order to duplicate it.

xi. Delete Credit Note – This will allow users to delete a Credit Note. When Credit Notes are

deleted the Credit Note # remains, Credit Note status goes to ‘Deleted’ and all values are

cleared out. (Credit Note #’s cannot be reused). Credit Notes that have been marked PAID

in partial or full cannot be deleted

xii. VOID Credit Note – This will allow users to Void a Credit Note. When Credit Notes are

deleted the Credit Note # remains, Credit Note status goes to ‘VOIDED’, a “VOID” stamp is

added and all amounts are set to zero but the Credit Note details remain. (All related

accounting transactions are zeroed out as well. Credit Notes that have been marked PAID in

partial or full cannot be voided.

xiii. Apply A Credit - This button will send users to apply this credit to an open invoice or send a

refund to a customer.

b. Customize Credit Note (Left Panel) – Customize Credit Note Panel; A slide out panel to customize

Credit Notes and show/hide various Customer & Credit Note options, Fields & Controls. The Customize

Credit Note button will only be visible for users who have the rights to customize templates. When


clicked it will open the hidden left pane, giving users to customize the template with the following

two-tab option:

i. Credit Note Details Tab – This tab will contain all of the Company & Credit Note details

options. For each option users can choose two display or hide the field label and/or the data.

Users will also have the ability to modify the name of the label here as well within this 4

column, 2 tab design. Some of the Credit Note-specific details such as Credit Note Terms, Due

Date & Custom fields will be based on specific cells, while others will be fixed shape-based

data and labels.

ii. Customer Details Tab – This tab will contain all of the Customer details that can be added on a

Credit Note. For each option users can choose two display or hide the field label and/or the


column, 2 tab design

iii. Finish Customizing – This button will close the Credit Note Customizing left panel

c. Credit Note Details (Left Side)

i. Customize Credit Note – This button will only be displayed for users who have the rights to

customize templates set up in the Admin – User Security & Rights area. When this button is



ii. To Print – A checkbox to set the Credit Note To Print (Credit Notes can be printed in Batches)

iii. To Email – A checkbox to set the Credit Note To Email (Credit Notes can be emailed in

Batches)

iv. Status – Displays the current status of the Credit Note – Uneditable – Applied, Unapplied,

Voided, Deleted

d. Header Section – This will include a drop-down list of customers, customer details and any Credit Note

or customer fields that the user has chosen to display and may include

i. Customer Name – A drop down list based on Active Customers Names (required). An auto-

complete feature will be added so that users can quickly add Customers without having to

locate them on the drop down list.


display via the Customize Credit Note section


e. Credit Note Body Section – Table containing Items, Description, Qty, Price, Total & Taxable. This table

will contain the following



list.




the user





f. Credit Note Footer – This section will include fields such as subtotals, tax total, payments, sub-total

and customer message, based on the customized template settings and could include:



iii. Credit Note Total – The Credit Note Total (Subtotal + Total Tax)

iv. Total Applied – The total amount of applied credits that have been applied to this Credit Note

(optional – uneditable)

v. Balance – The balance on this Credit Note (optional, un-editable)

vi. Custom Notes – A section in which the user can add custom Credit Note notes (optional,

editable) An ‘Edit’ icon will appear (on screen only) which will allow users to open up a Custom

Notes Pop-up (same for Invoice). This pop-up will allow users to Add, Update, Delete, View &

Select Custom notes to be added into the custom notes field




row)


last row)



selected row


row.

g. Credit Note Events - This will be a table displaying the history of actions based on this Credit Note

including when it was first saved, modified, printed or email and will include the following Credit Note

History table


top




15. Receive Customer Payments & Apply Credits – This screen gives the user to Receive payments from

customers. Payments can be applied to 1 or more invoices. Payments are automatically recorded in the default

‘Undeposited Funds’ account set up in the Admin area. This screen will consist of the following features:

a. Received From – A drop-down list of Customer Names (autocomplete)

b. Balance – Displayed the balance of the selected customer (un-editable)

c. Amount – Currency Formatted field. Amount the customer has paid (required)

d. Payment Method – A drop-down list of payment methods set in the admin screen. (required)

e. Payment Date – A date field with a shape-based pop-up calendar (defaults to current date. Required)

f. Ref/Check # - An open text field in which users can add a reference or check # (optional)

g. Summary – Top right section will contain a summary that includes:

i. Total Amount Due – This is the total open balance from the selected customer

ii. Total Payments – This is the total payments that are being applied

iii. Total Credits – This would be the total Credits being applied

iv. Ending Balance – This will be the Customer Balance once the Payments & Credits are applied

h. Button Set – This will be the payment set for recording transactions and will contain

i. Save – This will save the current payment and display a fade out message

ii. Save & New – Button will save the current payment and clear the form for the next payment

iii. Clear – This will create the form without saving any payment or credit information


iv. Make Recurring – This button will display a Recurring Pop-Up which will allow the user to

make this payment recurring. This can be helpful when customers make regular and recurring

payments at regular intervals.

v. Prev. – Will allow the user to navigate to the previous Payment

vi. Next – Will allow the user to navigate to the next Payment

i. Open Invoices Table – (Left side) This will consist of all Open/Unpaid Invoices for the selected

customer and include the following columns

i. Selection Checkbox – Users can select specific invoices which are applied to the payment.

ii. Invoice Date – The date of thee Invoice (un-editable)

iii. Invoice # - The Invoice Number (un-editable)

iv. Original Amount – The Amount of the Invoice (un-editable)

v. Amount Due – The Due Amount of the Invoice (Invoice Amount – All Previous Payments) (un-

editable)

vi. Payment Amount – Open Currency formatting field which, when the line is selected, will

either default to the amount due or the payment amount, whichever is less. Payment

amounts are editable but cannot go over Amount Due.

j. Unused Credit Table – (Right Side – minimum width) This table will display any/all open Credit’s which

still have an open balance (Open credits are those Credit Memos which have not been applied to an

invoice or refunded to the customer). This table will not be visible if there are no open Credits. When

visible will contain the following

i. Selection Checkbox – Users can select the specific Credits they would like applied to Invoices

(in the left table)

ii. Credit Date – The Date of the Credit Memo (un-editable)

iii. Credit # - The Unique Credit Memo # (un-editable)

iv. Original Amount – The Original Credit Memo Amount(un-editable)

v. Available Amount – The Available Credit Amount that can be applied (un-editable)

vi. Credit Amount – The amount that the user would like to credit. This will default to the

Available Amount but can be changed by the user.

k. Design Ideas - This screen may have some design similarities as the one below


16. Purchase Orders – Users will be able to create, save as (pdf, excel, picture), email as (pdf, Excel, Picture) with

search, previous & next, custom header & Purchase Order options.

a. Button Set – A full featured button set to perform various actions for each Purchase Order including

the following:

i. Previous & Next Buttons – Allow users to navigate Purchase Orders #’s via these two buttons.

ii. Search Purchase Order Field – A numerical field in which users can enter a # to search & load

a previously saved Purchase Order. If a new Purchase Order is currently un-saved, a warning

message must appear stating that the new Purchase Order will not be saved (or cancel out of

the search)

iii. Print X Copies To [Printer] – This dynamic button will allow users to set both the # of copies to

print and via a drop down list on the button, select the printer from a drop down list of


iv. Create New Purchase Order – This button, only visible for users who have the rights to create

new Purchase Orders and when an existing, previously saved Purchase Orders, are displayed

v. Save Purchase Order – This button, displayed for new Purchase Orders only, allows users to

save new Purchase Orders to the database.

vi. Update Purchase Order – This could be an option when not in shared user mode. Update

would allow the user to control when changes get saved to existing Purchase Orders.

However, when in ‘shared mode’ when saving or updating all changes would have to be

recorded.

vii. Save As – This button will allow users to save Purchase Orders in 3 different formats (Excel


viii. Email As - – This button will allow users to email Purchase Orders in 3 different formats (Excel


ix. Make Recurring – This button will allow users to make any previously saved Purchase Order as

Recurring. This button will be hidden for new Purchase Orders. When clicked, the Recurring

Pop-up will be displayed allowing the users to duplicate this Purchase Order at regular

intervals.


x. Duplicate Purchase Order – This button, displayed only on previously saved Purchase Orders,

will allow users to create a new Purchase Order, with all of the details brought over into a new

Purchase Order. The new Purchase Order created, must be saved in order to duplicate it.

xi. Delete Purchase Order – This will allow users to delete a Purchase Order. When Purchase

Orders are deleted the Purchase Order # remains, Purchase Order status goes to ‘Deleted’ and

all values are cleared out. (Purchase Order #’s cannot be reused). Purchase Orders that have

been marked PAID in partial or full cannot be deleted

xii. VOID Purchase Order – This will allow users to Void a Purchase Order. When Purchase Orders

are deleted the Purchase Order # remains, Purchase Order status goes to ‘VOIDED’, a “VOID”

stamp is added and all amounts are set to zero but the Purchase Order details remain. (All

related accounting transactions are zeroed out as well. Purchase Orders that have been

marked PAID in partial or full cannot be voided.

xiii. Add Items Based On Minimum Required – This button will automatically add items which

have reached or fallen below the minimum stock levels AND where the selected Vendor is the

preferred vendor. When this button is selected, those items will be added to the PO.

xiv. Create Item Receipt/Bill - This button will create an item receipt/ Bill brining all items from

the Purchase Order to the Receipt/Bill

b. Customize Purchase Order (Left Panel) – Customize Purchase Order Panel; A slide out panel to

customize Purchase Orders and show/hide various Vendor & Purchase Order options, Fields &

Controls. The Customize Purchase Order button will only be visible for users who have the rights to

customize templates. When clicked it will open the hidden left pane, giving users to customize the

template with the following two-tab option:

i. Purchase Order Details Tab – This tab will contain all of the Company & Purchase Order

details options. For each option users can choose two display or hide the field label and/or the


column, 2 tab design. Some of the Purchase Order-specific details such as Purchase Order

Terms, Due Date & Custom fields will be based on specific cells, while others will be fixed

shape-based data and labels.

ii. Vendor Details Tab – This tab will contain all of the Vendor details that can be added on a

Purchase Order. For each option users can choose two display or hide the field label and/or


the data. Users will also have the ability to modify the name of the label here as well within

this 4 column, 2 tab design

iii. Finish Customizing – This button will close the Purchase Order Customizing left panel

c. Purchase Order Details (Left Side)

i. Customize Purchase Order – This button will only be displayed for users who have the rights

to customize templates set up in the Admin – User Security & Rights area. When this button is



ii. To Print – A checkbox to set the Purchase Order To Print (Purchase Orders can be printed in

Batches)

iii. To Email – A checkbox to set the Purchase Order To Email (Purchase Orders can be emailed in

Batches)

iv. Status – Displays the current status of the Purchase Order – Uneditable – Open, Rec.-Partial,

Rec.-Full, Voided, Deleted

d. Header Section – This will include a drop-down list of Vendors, Vendor details and any Purchase Order

or Vendor fields that the user has chosen to display and may include

i. Vendor Name – A drop down list based on Active Vendors Names (required). An auto-

complete feature will be added so that users can quickly add Vendors without having to locate

them on the drop down list.


display via the Customize Purchase Order section

e. Purchase Order Body Section – Table containing Items, Description, Qty, Price, Total & Taxable. This

table will contain the following



list.




the user






f. Purchase Order Footer – This section will include fields such as subtotals, tax total, payments, sub-

total and Vendor message, based on the customized template settings and could include:



iii. Purchase Order Total – The Purchase Order Total (Subtotal + Total Tax)

iv. Total Payments – The total amount of payments that have been applied to this Purchase

Order (optional – uneditable)

v. Balance – The balance owed on this Purchase Order (optional, un-editable)

vi. Custom Notes – A section in which the user can add custom Purchase Order notes (optional,

editable) Users can click an edit icon (not visible on printed copies), that will display a pop-up

in which users can select, add, update & delete Custom Messages used in these custom notes.




row)


last row)


selected row


row.

g. Purchase Order Events - This will be a table displaying the history of actions based on this Purchase

Order including when it was first saved, modified, printed or email and will include the following

Purchase Order History table


top





17. Attachments Sheet - This sheet will display all of the Vendor & Customer Attachments in the application.

Users can sort, filter, open and delete any attachments with this screen (NOTE: The AttachmentsDB sheet will

hold all of the original attachments data

a. Top Header Button Set – The following buttons will be added on the top header

i. Open – This will open the selected attachment

ii. Delete – This will remove the selected attachment from the database and refresh the list

(Note: The row within the database will remain with the original Attachment #, however all

other details will be removed) This assures data integrity for all other users

b. Filter By – The ability to filter attachments by several settings including:

i. Added On – A From & To Date filter fields in which the user is able to filter attachments by the

Date Added field

ii. Added By – An open text field in which users are able to filter attachments by user who added

the attachment

iii. Name – This would be the Vendor, Customer or other name assigned to this attachment

iv. File Name – this would be the file name of this attachment.

v. Attachment Type – A text field in which users can enter full or partial attachment types

c. Sort By – Clicking on the headers will allow users to sort by any field either ascending or

descending.

d. Attachments Table – This table will display all relevant attachment information. Users can select any

row within the table however data within the table is not editable. The attachment table will include

i. Added On – The date in which the attachment was added

ii. Added By – The Username of the user who added the attachment

iii. Name – This would be the Vendor or Customer name assigned to the specific attachment

iv. File Name – The name of the attachment file

v. File type – The type of the attachment in extension format (xlsx, pdf, jpg, etc)

18. Notification Center – This screen will allow users to create Email templates & pop-up notifications for a variety

of triggers within the application. Users will be able to create subjects & messages with dynamic variables &

attach files & reports within each template as well as schedule the emails to be sent before or after those

triggers. There may be two type of Email templates, those that are user-generated and those that are original


templates. While users can disable any email automation, some cannot be deleted as they are original

templates. This screen will include the following features:

a. Button Set – A full button for email templates will be available as follows:

i. Add New – This button will give the users the ability to add a new Notification and will clear

out any existing notification in the form

ii. Save – This button will save new notifications and will only be displayed in the Add New mode.

iii. Cancel New – This button will load the previously displayed notification (or the first one in the

list). This button will only be displayed for new notifications

iv. Duplicate – This button will allow users to duplicate a specific notifications. Duplicated

notifications must be ‘Saved’ once they are duplicated.

v. Delete Notification – This button will delete notifications and will only be displayed on

existing, previously saved, notifications

b. Header Section – This section will display all of the details for each email, including the trigger type,

send details & Timing, Subject, Message, notification & Other Details. The details of the notification

will appear in the form when selected from the table below. This section will include the following:

i. Notification Name – The name the user will assign to the notification

ii. Notification Trigger – This will be a drop down list of notification triggers. This field is required

and will originate in the developers sheet and will include the following items (more will be

added):

1. Invoice Created – Each Invoice created can trigger an email and/or notification

2. Unpaid Invoice Due Date – Emails and/or notifications can be send based on the Due

Date of an unpaid Invoice

3. New Customer – Each new Customer created can trigger an email and/or notification

4. New Vendor – Each new Vendor created can trigger an email and/or notification

5. Purchase Order Created – Each new Purchase Order created can trigger an email

and/or notification

6. Full Invoice Payment – When an Invoice is paid in full it can trigger an email and/or

notification

7. Partial Invoice Payment – When a payment is made that partially pays an invoice an

email and/or notification can be triggered


8. Inventory Low Stock Level – When an Inventory Item reaches at or below its

minimum stock level an email and/or notification can be triggered

9. Application Update Available – When there is an application update an email can be

triggered

10. Unpaid Bill Due Date - This will trigger an email and/or notification based on an

unpaid bill due date

11. User Password Reset – This will trigger an email and/or notification

12. Scheduled & Timed Notification- This trigger Type can send an email based on time &

date (1 – time/ recurring)

iii. Frequency # - This number field will allow users to enter the number tied to a frequency based

on the trigger selected

iv. Frequency Duration – This will be a drop down list based on the duration of the frequency &

trigger used (Ex. Days, Weeks, Months)

v. Create At Time – A drop-down list of times which will set the time the email is to be sent or

notification is to be displayed (Note: This field is only visible for the ‘Scheduled & Timed

Notification”

vi. Trigger Details – This text field will display the details of the trigger and when the

email/notification would be created & sent

vii. Last Notification – A date & time in which this notification was last triggered (Blank if a new

notification)

viii. Next Notification – This will be the scheduled Date & Time of the next notification based on

the frequency (Only visible for ‘Scheduled & Timed Notifications’ triggers)

ix. Email Notification – The following fields will be available for the Email section of this

notification, will work directly with Outlook, and will include:

1. Enable/Disable Email Checkbox – This option will enable or disable the automated

email notification

2. Display Email Before Sending – When this option is checked the email will display first

before being sent through Outlook.

3. Sent From – This will be a drop down list of current users. The email will only be sent

from the specified users’ machine and this user must have Outlook setup and running.


4. Email To – This field will allow users to enter specific email Addresses or email

variables

5. Email CC - This field will allow users to enter specific CC email Addresses or email

variables

6. Email BCC - This field will allow users to enter specific BCC email Addresses or email

variables

7. Subject – Users can enter specific text and variables within the Email subject line

8. Message – This large text field will allow users to enter an email message along with

any variables

9. Attachments – These 3 fields will allow users to enter up to 3 attachments per email

and will include a pop-up browse button & delete button when one of the 3

attachment cells are selected. Selected attachments will be copied over to a new

folder in the Main company folder called “Email Attachments” so that any user can

send attachments

10. Reports – These 3 fields will each be a drop down list of all reports & custom reports.

Users can attach up to 3 reports to be emailed (in pdf format). The Sent From user

must have viewable rights to send reports. Any PDF Reports created will be saved

within the Email Attachments folder based on the Report Name, Time & Date to

create unique file names.

x. Pop-Up Notifications – Users can have the ability to add pop-up notifications which will

appear on a user’s screen if enabled. The text of these notifications can contain variables as

well. This pop-up notification section will contain the following:

1. Enable/Disable Checkbox – This option gives the user the ability to Enable or Disable

these pop-up notifications

2. Notify User – This drop down list will consist of an alphabetized list of all users and

include an [All Users] option at the top of the list.

3. Notification Text – This large text field will allow users to enter text & variables that

will display in the pop-up notification

4. Notification Pop-Up Note – For display purposes only. This will be the pop-up note

that appears on the users screen when triggered.


xi. Dynamic Variables – This section will list all of the available variables and a short description

in list form, based on the trigger selected. Dynamic variables & their descriptions will be

stored within the Developers sheet. This variable list, within this notification screen is un-

editable and for viewing purposes only

c. Notifications Table - All existing & previously created Notifications. Selecting on any email template

displays the details in the header section. The Table will contain all of the fields used within the Email

& Notifications form above. Values within the table are not editable however users can select any item

in the table to display the details above

d. Screen Shot – A sample screen may look something like this:

19. Email Send Log - This table will display all previously sent emails, along with all of the details associated with

the email. Users will be able to sort & filter emails within this table. NOTE: The actual Email Log Database will

be stored in a hidden sheet called EmailsDB”

a. Button Set – Only a single ‘Delete Log Item’ button will be available and only to those users who have

rights to delete lot items

b. Log Form – This form will display all of the selected email log details (from the table below) and will

include the following, uneditable details:

i. Sent On Date & Time – This will display the date & time in which the email was sent


ii. Sent From – The username in which this email was sent from

iii. Sent To – The Email address in which the email was sent

iv. CC Email – Any CC Emails in which this email was sent to

v. BCC Email – Any BCC emails in which this email was sent to

vi. Email Subject – The Subject of the email

vii. Email Message – The Message of the email

viii. Attachments – A list of up to 6 attachments (if any) sent along with the email

c. Log Table – A basic table displaying all of the previous emails. Only Admins have the ability to delete/

modify this table. NOTE: The actual Email Log Database will be stored in a hidden sheet called

EmailsDB”. This table will contain the following:

i. One Click Sort – Users will be able to click on any column to sort the emails.

ii. Table Filters – Users can enter text or dates to filter numerous columns within the table.

iii. Clear Filter Button – This button will clear any filters and load all of the emails from the main

EmailsDB

iv. Table Content – The table will contain all of the content within the Log Form fields above

v. Row Selection – Selecting any email within the row below will display the details within the

Log Form above and highlight the selected row

20. Dashboard Reporting – Full single-click dashboard with various reports, graphs & charts. This will include user-

generated custom reports along with full filter & sort options with multiple reports from a single sheet.

a. Header Button Set – Full featured button Set including the following buttons & features:

i. Save As – Users will have the ability to save reports as PDF, Excel Workbook, Picture or

Custom Report via a drop down list. (Defaults for this button will be set up in the Admin >

Reports section )

ii. Email As- Reports can be emailed as PDF, Picture or Excel Workbooks via a drop-down list.

(Defaults for this button will be set up in the Admin > Reports section)

iii. Print To – A drop down list of current machine printers, which will be a unique list per user.

(Defaults for this button will be set up in the Admin > Reports section )

iv. Custom Reports – This button will display a Custom Reports panel in which all previously

created custom reports are displayed. Clicking on any of these report will display the report

details. (A Hide Custom Reports button will then be displayed to close the panel)


v. Toggle Columns – This button, displayed only for applicable reports, will open up a pane that

allows users to show/hide columns based on checkboxes. (A Hide Toggle Columns button will

be displayed when Toggle columns pane is opened)

vi. Clear Filter – This button will be displayed for reports that have filter capabilities

vii. Date Range – This drop down list will contain all of the Date Ranges set up in the Developers

sheet.

viii. From Date – This Date field will default to the From Date based on the selected Date Range

selected. This date field will also contain a shape-based pop-up calendar icon which will allow

the users to open up the pop-up calendar when selected.

ix. To Date - – This Date field will default to the To Date based on the selected Date Range

selected. This date field will also contain a shape-based pop-up calendar icon which will allow

the users to open up the pop-up calendar when selected.

x. Set As Default Date Range – This button/option will allow users to set a default Date Range

for a specific report. (per user, not a global setting)

xi. Compare Previous Period – This checkbox, visible only on reports that have date range

capabilities, will add a new column within

b. Left Pane – Listing of all reports, charts & graphs to be displayed on a single click. Reports in this Phase

1 will include:

i. Company Overview – A quick look dashboard report displaying small views of critical company

health such as Profit & Loss, Late Invoices (A/R), Bills To Be Paid (A/P), Cash Flow Summary,

etc. This report will include small graphs and basic data allowing with a ‘Full View’ link text

within each mini report which will launch the full report

ii. Profit & Loss – This report will display the company’s profit & loss based on the date range.

This report will have drill down capabilities

iii. Income Statement – A summary of the Income Earned along with the Expenses Incurred

resulting in the Net Profit over a given period of time. Gross Income – Cost Of Goods Sold

(COGS) = Gross Profit. Gross Profit – Other Expenses = Net Profit

iv. Balance Sheet – A summary of the total Assets, Liabilities & Owners Equity at any given point

in time (Single Date Field visible). Example: Balance Sheet As Of 10/10/2020


v. Cash Flow Calendar – A visual Calendar displaying cash flow on a calendar basis and should

display Current/Expected Assets, Liabilities & Equity based on previous, current and future

transactions.

vi. Accounts Payables – A list of outstanding bills & payables including all of the detail and a

double-click feature to view original transaction (Date ranges disabled)

vii. Accounts Receivables – A list of outstanding & unpaid invoices and their respective details. A

double click on any row will open up the respective invoice. (Date ranges disabled)

viii. Customer Open Balances – A list of customers, and their details, along with the open balances

(unpaid invoices). (Date ranges disabled)

ix. Vendor Balances – A list of Vendors, and their detail, along with the open balances (unpaid

bills) (Date ranges disabled)

x. Customer Payments – A list of customer payments and their details, based on the given date

range above.

xi. Bill Payments – A list of bill payments, and the associated details, based on the given date

range above.

xii. Current Inventory Report – A list of current Inventory, along with an open column used for

adjusting used for writing in current inventory values (Date ranges disabled)

xiii. Reorder Inventory Report – A list of Inventory items which are at, or below, minimum stock

requirements (Date ranges disabled)

xiv. Inventory Sales Report – A list of inventory items, based on their sales details, for a given date

range (Date ranges disabled)

xv. Changes In Equity Statement – A statement detailing the changes in equity based on the date

ranges above.

c. Display Columns – Slide out pane that can hide/ show columns based on selection of headers. A single

click will allow users to hide/display columns based on this checkbox (available for table-based

reports)

d. Custom Reports – Slide out pane that can display all previously saved custom reports. Single click to

display. Users will have the ability to Update, Rename & Delete these Custom reports if permissions

available in Admin > User rights & security screen

e. Main Section – Display the report, graph or chart that has been selected and may have the following

features based on the type of report or graph


i. Header Filtering – Some reports, if in table form, may have the ability to be filtered by

entering text, dates or numbers within the headers

ii. Header Sorting – Reports may also have the ability to be sorted by single clicking on the report

header. Columns that contain the sort will contain an up or down triangle before the header

text.

iii. Double Click To Open – Some reports may have the ability to double click on a transaction

iv. Drill Down Capabilities – Reports & Graphs can have different features based on the report

features. Some reports have the ability to filter data based on details entered within an

header.

f. Screen Shot – The Dashboard may look similar to this:

21. Change Log – If enabled in Admin, changes by username, date & time will be logged. Ability to ‘Undo’ changes

as well. Only users with rights will have access to this screen. IMPORTANT NOTE: This is a ‘nice to have feature’

so if it is determined that this causes a large application slowdown, the feature may not be added, or only

added only for financial transactions.

a. Button Set – A basic button set as follows

i. Undo Changes – This option will undo changes of the selected transaction (This feature may

add a lot of lag and delay on the system, so it is up for consideration)

ii. Delete Selected Change – This option will delete the selected change


iii. Delete Change History from x to y – This option will give users to delete a change history

based on a specified date range. When this option is selected all changes within that time

period will be deleted from the system

b. Form Details – A simple form to display the changes, user, change time & date along with the cell,

sheet and changes. Fields within this form are un-editable. This form will include the following

i. Change Date & Time – The time & date of the change

ii. Username – The user who made the changes

iii. Change type – The type of change made

iv. Change Details – The details of the change

c. Change Table – A table below listing all of the changes. A fixed and frozen header. Automated scroll to

last change (bottom) on sheet activate. All users will not have the ability to make changes directly

within the table. This table will include all of the details above including

i. Single Click Sort – Users will have the ability to sort the table based on the single click

headers. The default sort will be from oldest to newest with auto-scroll to the bottom of the

list (header section & form frozen)

ii. Filterable Headers – Users will have the ability to filter by date & username

iii. All Table Data – All of the data based on the above form

22. Dynamic Wizard – Create a help wizard to walk new users though the basics of an application. (Options within

Admin screen)

a. Button Set – users will have the ability to Add, Edit, Update, Save & Delete Wizards as follows:

i. Save – This button will be displayed only for new Wizards Steps that contain all of the required

fields

ii. Cancel New – This button, displayed only in the ‘add new mode’, will cancel out of the New

mode and revert back to a previously saved Wizard Step (only if there are existing, previously

saved, steps.

iii. Add New – This button will clear the form and open the add new form to add new

iv. Delete – This will delete the selected Wizard Step. Displayed only for existing Wizard steps

v. Move Up – This will move the selected Wizard Step up one level (Only visible for previously

saved steps)

vi. Move Down – This will move the selected Wizard step down one level (Only visible for

previously saved steps)


b. Form Details – Display selected Wizard Step include the following:

i. Wizard # - This will allow users to set the step # of the wizard. If the step added is any step #

other than the last step, all other steps get moved back 1 level

ii. Wizard Step Name – A short name for the wizard step

iii. Wizard Category Field– This will be a drop down list based on a Wizard Category Table on the

right side (Up to approx. 15 categories) will help users create multiple wizard series. For

example, if you have a Wizard Category for Invoicing, this gives users & developers the ability

to run just the Wizard for Invoicing.

iv. Wizard Category List – A simple list in which the user can create a list of categories to be

added to a wizard.

v. Sheet Name – A drop down list of sheets. Users are required to assign a sheet to each Wizard.

The list of Wizard sheets is located in the Developers sheet

vi. Wizard Cell – This is the cell address of the attached cell in which the wizard or help will

describe. Users can enter relative cells such as D4 or AB1. The wizard will automatically be

displayed next to this cell (This field is required to save the wizard)

vii. Wizard Text – This a large text field which will display the instructions or text to the user in a

pop-up shape form as they move through the wizard

c. Wizard Table – Contains all of the Wizard data based on the form above. Selecting any row in the

table, loads the details above.

23. Application Update - This feature will allow users to update their current copy from previous versions of the

application

a. One Click Import - The application version will be listed within the Developers sheet. Once a new

version is available users will have the ability to open it from the shared folder. This procedure will

save & close their current version, and with the updated version allow them to browse for their

previous version. Once found and confirmed, the update process will transfer all global & user data

from the old workbook to the new workbook. The old workbook is then archived and ‘User Version’

data in the developers sheet is updated

24. Developers Sheet – This will be a hidden sheet that will contain lists, tables & settings that will always be kept

hidden. All users, even Admins, will not have access to this sheet.

a. Version Control – Contains both Admin. Version # and User Version # - (Compare on Sync)

b. Licensing Information – Application, User & Machine Details stored here


c. Account Types – A static list of account Types used to create new account types and will include –

Income, Cost Of Goods Sold (COGS), Expenses, Asset, Liability, Equity

d. Account Categories – Assets, Liabilities & Equity have the ability to have categories as follows

e. Assets – (Bank, Cash, Fixed Asset, Accounts Receivable, Other Asset)

f. Liabilities – (Loan, Credit Card, Accounts Payable, Long Term Liability, Other Liability)

g. Equity – (Owner’s Equity, Shareholders Equity)

h. List Of Accounts By Type – Unique, updated account lists will be organized & alphabetized by Account

Type. Each time an account is added, status (active/inactive) or name is modified a macro must run to

resort & update this list for each user. NOTE: Account list must accommodate Account #’s If this is

selected in the Admin screen. The lists are as follows:

i. Income Accounts

ii. Expense & COGS Accounts

iii. Equity Accounts

iv. Asset Accounts

v. Liability Accounts

vi. Asset, Liability & Equity Accounts

vii. All Accounts

i. Transaction Types – (Check, Deposit, Invoice, Rec’d Pmnt., Bill, Bill Credit, Bill Pmnt., CC Charge, CC

Credit, Transfer, Expense, Journal Entry)

j. General Ledger Header – Headers within the general ledger will be dynamic based on the Account

Type Selected. Those dynamic titles will be saved in this table

k. Date Range Table – A list of Date Ranges used throughout the application, along with a Previous

Period Date Range which can be displayed on applicable reports.

l. Cell Number Format Table – A list of Field types (Currency, Date, List, Number, Percent, Text, Time)

along with their respect cell formats

m. User List – This will be a list of Alphabetized users along with an item called “[All Users]” at the top of

the list. This is used in the Notifications screen. Each time a new user is added the list is re-sorted on a

per-machine basis.

n. Automated Tab Sequence Table – This table will keep a list of sheets, & cells, ranges in which the tab

sequences are kept.


o. Vendor/Customer List – A combined list of all Vendors & Customers that will be available in the drop-

down list of names for transactions. This list will automatically be sorted each time a new Vendor or

Customer is added, or when a Vendor or Customer Name changes. A separate Update Customer

Vendor List, True/False setting must be synced with all users so that their individual lists are also

updates (at the end of the sync macro)

p. Shape Based Calendar – Add all of the necessary formulas for the shaped based pop-up calendar,

along with a backup shape-based calendar

q. Custom Invoice Details – A list of Invoice details that are loaded when loaded when an admin

customizes an invoice.

r. Custom Field Lists – When ‘List’ is chosen as a Custom Field type, their data needs to be stored within

hidden lists in the application and displayed in form pop-ups. These Lists can be stored on this sheet.

The Following will each have 4 lists:

i. Customer Custom Fields

ii. Vendor Customer Fields

iii. Inventory Custom Fields

iv. Service Item Custom Fields

s. List Of Countries – Drop Down list used for Vendors & Customer Addresses as well as Company

Information

t. Wizard Sheet List – This is a list of sheets within the workbook users can assign to wizards. Some

sheets, such as database sheets, should never be visible to a user, and therefore only a selection of

sheets should be added to this list. Sheets must be spelled correctly based on the sheet names in the

workbook

u. Frequency Table? – This table will list all of the frequencies used in recurring transactions to help

automate and guide recurring transactions, based on dates, days, months & years.

v. Email Triggers - A list of Email Triggers along with their descriptions will be held in this table Triggers

are used in the Email Templates Screen

w. Email Triggers With Variables & Descriptions – Each email trigger will contain a set of variables in one

column, along with a short description of that variable in the next column which can be added to

emails & notifications. For Example. “Overdue Invoice” trigger can contain variables such as Customer

Name, Invoice #, Invoice Balance, etc. For each trigger a large set of variables will be added.

25. Custom Ribbon Toolbar - Create a custom toolbar with themed icons for easy user access and viewing.


h. Custom Icons – Create & Add custom Icons for an easy access by users

i. Limited User Access – Toolbar can have limited functions and access based on logged in users’ rights &

security

j. Groups – Ribbon will use Custom Groups & Tabs

Summary

The Accounting Application, as detailed above will contain all of the required components to run full accounting for small & medium sized business. This will cover full Chart Of Accounts, Invoicing, Inventory A/P, A/R, multi-user sharing & global sync and a robust dashboard.

Future phases of the application, not included in this Phase 1 build, can contain bank account syncing, mobile app transaction entries & reporting, employee management & payroll, plus additional user-requested features.

Most change orders will be put on a Future Phase list however any critical components that are introduced during the development process, or simple modifications to enhance the application, will be considered within this first build.

Because this development is part of a Mentorship Program and taught in weekly, 90 minute, intervals and pull ideas from all of the members who are part of the initial launch, the development could take 7 to 10 months to complete.

On final release of this application, a full application will be given, free of charge, to all members who have gone through all of the lessons.

Any bugs or issues found should be brought to my attention where they will be fixed, and a new release will be made available.

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