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1 Ionic, LLC 7300 Turfway Road, Suite 190 Florence, KY Toll-free Telephone No. (866)

2 Table of Contents USER GUIDE VERSION INFORMATION... 3 CHAPTER 1: INTRODUCTION TO WEBCHECKS... 4 CHAPTER 2: LOGIN TO THE APPLICATION... 5 LOGGING INTO THE APPLICATION... 5 CHAPTER 3: HOW TO CREATE AND VOID A WEBCHECK... 6 CREATING A WEBCHECK FROM THE MENU... 6 CREATING A WEBCHECK FROM THE CHECK REGISTER... 7 SEARCHING FOR A WEBCHECK... 8 VOIDING A WEBCHECK USING THE MENU... 8 CHAPTER 4: GENERATING REPORTS GENERATING THE ACCOUNT ACTIVITY REPORT GENERATING THE CHART OF ACCOUNTS REPORT GENERATING THE CHECK REGISTER REPORT GENERATING THE PAYMENT TO BE MADE REPORT GENERATING THE GENERAL LEDGER REPORT GENERATING THE VENDOR LIST REPORT GENERATING THE VOIDED CHECKS REPORT PRINTING REPORTS EXPORTING REPORTS CHAPTER 5: MAINTENANCE VENDOR LIST Adding a Vendor Modifying a Vendor CHAPTER 6: HELP v1.0 webchecks User Guide Page 2 of 17

3 User Guide Version Information NAME DATE VERSION INFORMATION VERSION CHRIS DAVIS 02/19/2004 CREATED COMPLETE DOCUMENT. 1.0 STEVE ERTEL 02/24/2004 CREATED LOGIN CHAPTER 1.0 SUNSHINE WILLS 6/02/2004 MODIFIED DOCUMENT 1.0 v1.0 webchecks User Guide Page 3 of 17

4 CHAPTER 1: INTRODUCTION TO WEBCHECKS W elcome to the webchecks User Guide. webchecks is an internet application that provides complete checking account management. The application is also designed to interface directly with your accounting software to automatically post deposits, withdrawals, and other transactions to the general ledger. The application will allow you to control your checking account completely from your home, office, or while traveling on the road. The purpose of this User Guide is providing you with an easy to follow description of the application and its features. If you have additional questions or encounter an event not covered in this guide, please contact us at the Ionic Support Center. Interactive demonstrations and training are also available on this product from the Support Center. Please contact Ionic Support at (866) or Support@ionicservices.com to request and schedule training or to ask questions about the webchecks application. Below is a brief description of the webchecks features: webchecks printing feature allows you to print laser checks on your local printer. All that is required is pre-printed check stock from your bank. You can select the vendor to pay, the amount, the description, and the expense account to apply the payment. You can also view your check register and sort it by date, vendor, amount, or expense account. You can also view your current balance to determine availability of funds for check writing. webchecks also provides the entry of non-check transactions. Such items include withdrawals, transfers, deposits, ACH debits, wire transfers, interest earned, and fees. All of these can be recorded to provide you with as accurate a balance as possible. It also makes bank account reconciliation each month extremely easy. webchecks provides extensive reporting options. You will be able to view your account activity by transaction type, vendor, date range, and a number of other options. Custom reports are also available through the Ionic Support Center. v1.0 webchecks User Guide Page 4 of 17

5 CHAPTER 2: LOGIN TO THE APPLICATION Logging into the Application The first page that you see when starting the application is the login page. The username and password you use currently will work with the following applications; WFMS, webchecks, websurveys, and websiteadmin. Following the steps below will get you logged into the application and ready to go: 1. Enter your username in the first box, password in the second, then press enter or click Submit. 2. Once you are logged in, select from the list on the right the home that you are maintaining. If you only have access to one site, that site will be selected for you. 3. After the site is selected, a menu will appear at the top of the page. Note: You will be required to log back in anytime that your session is left unmanaged for 20 minutes or longer. v1.0 webchecks User Guide Page 5 of 17

6 CHAPTER 3: HOW TO CREATE AND VOID A WEBCHECK Creating a webcheck is quick and easy. You can create a webcheck in one of two ways: Using the menu: Checks New Within the Check Register there is a New Check button. Creating a webcheck from the Menu Entering Check Information: 1. Move the cursor over Task on the menu 2. Click on New Check/Payment 3. You are now at the check entry screen. Here you will see several fields. These fields include Check Date, Due Date, Check Number, Status and Vendor selection. In the check details section, you have the following fields to enter your information; invoice date, PO number, invoice, description and amount. Note: The description and amount fields are required to add the detail line to the check. 4. Enter your starting check number. This will increment by 1 each time you create a new check. However, if needed you may change the check number. 5. Select a vendor from the list. If your vendor is not listed then you will want to add the vendor. This is explained in Chapter 4: Maintenance. 6. Once a vendor has been selected you can proceed to fill out the detail line: a. Invoice (Optional) b. Description (Required) c. Invoice Date (Optional) d. PO Number (Optional) e. Amount (Required) This field is limited to 10 digits plus cents. For example: 1,234,567, v1.0 webchecks User Guide Page 6 of 17

7 7. Once the detail line has been completed click the Add button. The screen will refresh with the new detail line added to the check. 8. If you need to remove a detail line for some reason you can click the Delete link to the far right of the detail line that needs to be deleted. 9. Once all detail lines are entered you can do one of the following things: a. Click OK and it will return you to the main screen. Putting the mouse cursor over Checks from the task menu and then click Register will show you that the check is in the register with the status of Not Printed. b. Click Cancel and it will cancel the check and return you to the main screen. c. Click Apply and it will write the check to the database but will stay on the current screen. d. Click Print and it will generate the check to be printed. It will show the check on the screen for a final approval. If everything looks good you can go ahead and click the Printer icon to print the check. Creating a webcheck from the Check Register Assuming you are already in the Check Register screen there is a New Check button to the upper right of the screen that you can click to go to the check entry screen. Once there you would follow the following instructions. Entering Check Information: 1. You are now at the check entry screen. Here you will see several fields. These fields include Date, Check Number, and Status and Vendor selection. In the check details section, you have the following fields to enter your information, invoice, description, date, PO number and the amount. Note: The description and amount fields are required to add the detail line to the check. 2. Enter your starting check number. This will increment by 1 each time you create a new check. However, if needed you may change the check number. 3. Select a vendor from the list. If your vendor is not listed then you will want to add the vendor. This is explained in (ENTER CHAPTER). v1.0 webchecks User Guide Page 7 of 17

8 4. Once a vendor has been selected you can proceed to fill out the detail line: a. Invoice (Optional) b. Description (Required) c. Date (Optional) d. PO Number (Optional) e. Amount (Required) This field is limited to 10 digits plus cents. For example: 1,234,567, Once the detail line has been completed click the Add button. The screen will refresh with the new detail line added to the check. 6. If you need to remove a detail line for some reason you can click the Delete link to the far right of the detail line that needs to be deleted. 7. Once all detail lines are entered you can do one of the following things: a. Click OK and it will return you to the main screen. Putting the mouse cursor over the Checks and then click Register will show you that the check is in the register with the status of Not Printed. b. Click Cancel and it will cancel the check and return you to the main screen. c. Click Apply and it will write the check to the database but will stay on the current screen. d. Click Print and it will generate the check to be printed. It will show the check on the screen for a final approval. If everything looks good you can go ahead and click the Printer icon to print the check. Searching for a webcheck You can search for a particular webcheck from the Register screen. Select Tasks from the menu and then Checks. When searching for a webcheck you can search by Check Number, Vendor, Start Date or End Date. Once you have entered your criteria then click the Search button. The results are displayed below in the register. Voiding a webcheck using the Menu To void a check you will need to know the check number. 1. Put the mouse cursor over Task on the menu and click the Void Check option. 2. A small window appears asking for the check number. v1.0 webchecks User Guide Page 8 of 17

9 3. Enter the check number and click the Ok button. 4. The screen will display a message indicating whether or not it was successful. a. If it was successful you will see the following message: Check number ### was voided successfully. b. If it failed you will see the following message: Check number ### not found. 5. Once your void(s) are completed you may click the Cancel button and you will be returned to the main screen. v1.0 webchecks User Guide Page 9 of 17

10 CHAPTER 4: GENERATING REPORTS webchecks can generate reports for your administrative needs. There are many reports available within the webchecks application; Account Activity, Chart of Accounts, Check Register, Payments to be made, General Ledger, Vendor List, and Voided Checks. To access the reports click the Reports option on the menu. GENERATING THE ACCOUNT ACTIVITY REPORT Begin by selecting the Account Activity report from the Report drop-down list. It will automatically load the parameters for the report. There are optional parameters that you can use to make your report a little more detailed if needed. By default running the report without any parameters will generate a report for all Checks with the following information; date, reference number, type, description, deposit amount, and withdrawal amount. To narrow down the returned results enter the start date and end date of the time frame you would like to view. Select Preview to view the report. Select Back to exit the report. GENERATING THE CHART OF ACCOUNTS REPORT Begin by selecting the Chart of Accounts report from the Report drop-down list. It will automatically load the report. The report will generate with the following information; account, description, and activity. Select Preview to view the report. Select Back to exit the report. GENERATING THE CHECK REGISTER REPORT Begin by selecting the Check Register report from the Report drop-down list. It will automatically load the parameters for the report. There are optional parameters that you can use to make your report a little more detailed if needed. By default running the report without any parameters will generate a report for all Checks with the following information; date, check number, vendor name, and check total. To choose more detail choose 1 or more of the parameters listed below: v1.0 webchecks User Guide Page 10 of 17

11 1. Check Number (Optional): Choose a specific check to report on. 2. Include Check Details (Optional): Checking this option will add the following information to each detail record; invoice number, description, date, po number, amount and total. 3. Start Date (Optional): Enter a date by hand or select it via the calendar control. The date format to use is mm/dd/yyyy. For example 02/19/ End Date (Optional): Enter a date by hand or select it via the calendar control. The date format to use is mm/dd/yyyy. For example 02/19/2004. GENERATING THE PAYMENT TO BE MADE REPORT Begin by selecting the Payments to be made report from the Report drop-down list. It will automatically load the parameters for the report. There are optional parameters that you can use to make your report a little more detailed if needed. By default running the report without any parameters will generate a report for all Checks with the following information; date, check number, vendor name, and check total. To choose more detail choose 1 or more of the parameters listed below: 1. Check Number (Optional): Choose a specific check to report on. 2. Include Check Details (Optional): Checking this option will add the following information to each detail record; invoice number, description, date, po number, amount and total. v1.0 webchecks User Guide Page 11 of 17

12 3. Start Date (Optional): Enter a date by hand or select it via the calendar control. The date format to use is mm/dd/yyyy. For example 02/19/ End Date (Optional): Enter a date by hand or select it via the calendar control. The date format to use is mm/dd/yyyy. For example 02/19/2004. GENERATING THE GENERAL LEDGER REPORT Begin by selecting the General Ledger report from the Report drop-down list. It will automatically load the parameters for the report. There are optional parameters that you can use to make your report a little more detailed if needed. By default running the report without any parameters will generate a report for all Checks with the following information; reference date, reference number, transaction description, and amount. Select Preview to view the report. Select Back to exit the report. GENERATING THE VENDOR LIST REPORT Begin by selecting the Vendor List report from the Report drop-down list. It will automatically load the parameters for the report. The report will generate for all Vendors with the following information; vendor name, mailing address, contact name, and phone number. GENERATING THE VOIDED CHECKS REPORT Begin by selecting the Voided Checks report from the Report drop-down list. It will automatically load the parameters for the report. There are optional parameters that you can use to make your report a little more detailed if needed. By default running the report without any parameters will generate a report for all Checks with the following information; check date, voided date, check number, vendor name, and check total. To choose more detail choose 1 or more of the parameters listed below: 1. Check Number (Optional): Choose a specific check to report on. 2. Include Check Details (Optional): Checking this option will add the following information to each detail record; invoice number, description, date, po number, amount and total. v1.0 webchecks User Guide Page 12 of 17

13 3. Start Date (Optional): Enter a date by hand or select it via the calendar control. The date format to use is mm/dd/yyyy. For example 02/19/ End Date (Optional): Enter a date by hand or select it via the calendar control. The date format to use is mm/dd/yyyy. For example 02/19/2004. PRINTING REPORTS webchecks reports can be printed to any printer. To print a report you first must generate the report. Following the steps above, you can generate a report. Once you have clicked the Preview button to view your report you will see on the right of the screen a printer icon. Clicking the printing icon will open a small window titled Print. Select the printer you would like to print to and click Print. EXPORTING REPORTS webchecks reports are generated by Crystal Reports and therefore can be exported to a number of formats. To export a report you first must generate the report. Following the steps above, you can generate a report. Once you have clicked the Print button to view your report you will see just to the right of the printer icon an envelope icon. Clicking the envelope icon will open a small window titled Export Report. This window contains three sections; file format, page range and file name (you must type the extension). v1.0 webchecks User Guide Page 13 of 17

14 1. File Format: There are several file formats to choose from when exporting a report. These formats include; Crystal Reports, Microsoft Excel, Microsoft Excel (Data Only), Microsoft Word, Rich Text Format (RTF) and Adobe Format. 2. Page Range: You can choose ALL or a specific range. 3. File Name: Enter the directory and filename you want for the exported report making sure to include the extension. For example, the vendor list report was run with certain parameters and the format I want to use is Adobe. The file needs to be saved in the temp directory on the C drive. The filename would be c:\temp\vendorlist.pdf v1.0 webchecks User Guide Page 14 of 17

15 CHAPTER 5: MAINTENANCE VENDOR LIST Adding or modifying a Vendor is just as easy as creating a webcheck. You can add a Vendor by completing the following: Using the menu: Maintenance Vendors Selecting Add New from the left side of the screen. Adding a Vendor Fill out the following fields to create a new vendor: 1. Name (Required): Enter the vendor name. 2. Address (Optional): Enter the mailing address. 3. City (Optional): Enter the city. 4. State (Optional): Select the state. 5. Zip (Optional): Enter the zip code. 6. Contact (Optional): Enter the contact name. 7. Phone (Optional): Enter the phone number. 8. Account (Optional): Enter an account number. 9. Status (Optional): Select active or inactive. v1.0 webchecks User Guide Page 15 of 17

16 10. Requires 1099 (Optional): Check box if yes. 11. Tax ID Number (Optional): Enter the tax ID number. 12. Default GL Account (Optional): Select a default GL Account. 13. Click the Save button to save this vendor or click the Close button to avoid adding this vendor. Modifying a Vendor Select the vendor that you need to modify from the list on the left or in the main screen. Click the field that needs to be modified and make your change. Once the change(s) has been completed you can either Click the Save button to save this vendor or click the Close button to avoid adding this vendor. v1.0 webchecks User Guide Page 16 of 17

17 CHAPTER 6: HELP In the event you have any questions or problems with this User Guide, would like additional features, or learn how to do advanced customization of your site, please contact Ionic Support at (866) or v1.0 webchecks User Guide Page 17 of 17

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