1 Accounts 2. 2 Account 4. 3 Sent and Received Invoices Color Coding Invoice Book (OS X) Job Offers... 9.

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1 UctoX 2 - User Guide Note: All graphics (screenshots and icons) are from UctoX v2.0, OS X and ios 8 - it may look slightly different on your setup.

2 Table of Contents 1 Accounts 2 2 Account 4 3 Sent and Received Invoices Color Coding Invoice Book (OS X) Job Offers Printing 10 5 Other Modules Bank Statements Cash Register Storage Investments Journey Log Printing (OS X) Preferences General Subtypes Custom Fields Advanced Print Editor (OS X) Text Element Troubleshooting icloud Debug Log OS X ios Crash Reporting

3 1. Accounts After opening UctoX, you will be presented with a list of accounts. You can have as many accounts as you wish in UctoX. To begin, click on the Create Account... button (macos) or the + button (ios). In the next dialog, enter the account name, optionally password and indicate whether the account should sync via icloud, Dropbox or neither. The account name is only to identify the account, this name isn t used anywhere in the invoicing data later on. Password is optional, but when entered, it will be required for opening the account. If you forget the password, you will loose all the data. icloud sync is on by default if you have an icloud account. If you want to enable or disable icloud syncing later on, see below. In the same initial screen, you can switch between synchronization types, rename the account, or remove it. See the screenshot below. The left-most button switches between synchronization types. The middle button allows you to rename the account, the right-most button allows you to delete it. To view these buttons on ios, swipe the row with the account left. A few notes: ˆ If you have created an icloud-enabled account on another device, wait for the account to sync over to your device and do not re-create it locally! ˆ Turning off icloud synchronization does not affect other devices. It only turns off icloud synchronization on this particular device. ˆ To import from UctoX 1.x, create a new account and select File - Import from UctoX 1.x... You cannot import accounts from UctoX 1.x on ios. Dropbox Sync: Synchronization via Dropbox requires all your devices to be connected to the same Dropbox account. On macos, select Authorize with Dropbox... from the UctoX 2 application menu in the menubar. On ios, on the main screen, click on the button with the question mark and select Authorize with Dropbox... If you have trouble with the first synchronization (i.e. the account is not automatically showing up on the other device), change something within the account (e.g. name of an invoice), save it and keep the account window open for a few minutes (5+) to ensure the initial data is written to Dropbox. Similarly, on the other device, leave it open for a few minutes, left on the account screen. 2

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5 2. Account When you open the account, a new window will open. On OS X, you can have as many accounts opened at once as you wish, on ios you are limited to a single one. On OS X, the account window displays a list of different modules on the left. Switch between them simply by click on them. On ios, to get to this list as well to close the account, you need to swipe right, which will move the entire screen to the right and the list of modules will be shown. On most devices, the list of modules will fit in a single screen, but on iphone 4S, you need to scroll down in order to get to Preferences. 4

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7 3. Sent and Received Invoices To issue an invoice, click on the + button, enter the invoice number and confirm. Within the invoice, fill in all necessary data: ˆ Text - fill in what you are invoicing or are being invoiced ˆ Items - add items both from scratch and from storage (see the Storage module for more information) ˆ Contact - either select a contact from this account s contacts, or press the + button to create a new contact ˆ Subtype - you can categorize your incomes/expenses here. See Preferences for customizing this list ˆ Due Date - by clicking on the alarm button, you can add a reminder to your calendar (OS X only) ˆ Advance Bills - edit advance bills tied to this invoice here ˆ Custom Fields - sometimes it is convenient to track custom data with invoices. You can set up your own custom fields in preferences. A few tips (most of these apply to other modules as well): ˆ Printing - on OS X, use the Print button. On ios, swipe the invoice (or advance bill) right to display a print button ˆ Sections - on ios, each section is collapsable - you can collapse and expand it by tapping the section header ˆ Duplicating and Renaming - you can duplicate and rename invoices and their items by swiping them left (ios), or via the gear button (OS X) ˆ Deleting - on ios, swipe left to display the delete button 6

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9 3.1 Color Coding The list of invoices is color coded and contains icons that indicate the invoice status. Red invoices are unpaid, blue invoices contains items from which investments have been made (see Investments). Aside from the color, the row contains some icons: ˆ X icon indicates an unpaid invoice, but the due date is still in the future ˆ warning icon indicates that the invoice is unpaid and overdue ˆ tick icon indicates that the invoice has been paid ˆ percentage icon indicates that the invoice is partially paid - this happens when some of the advance bills are paid, but the invoice itself isn t marked as paid 3.2 Invoice Book (OS X) On OS X, you can easily view all your invoices and filter them. Invoices with a downward arrow are received invoices, invoices with an upward arrow are sent invoices. To select the invoice, click on the arrow button at the very end of the row. 8

10 3.3 Job Offers This module allows you to create preliminary documents with a cost estimate that you can give to your potential customers. After that you can create an invoice directly from here. 9

11 4. Printing UctoX supports printing of nearly all documents that it can generate. The print button is always in the top-right corner on OS X, or can be displayed when you swipe the row right on ios. Alternatively, you can find it in the invoice s detail on iphones. When you click Print, a print setup is displayed. Often, the document can be printed several ways, for example a sent invoice can be printed as an invoice or a delivery note - that s the first option in the dialog. UctoX comes pre-filled with several print template styles which you can choose from. Alternatively, you can create your own template (OS X only). The Default option will use the default template - you can set one of your own templates as default. The Basic option will use the Basic template style. You can also choose to print in a different language. Both OS X and ios versions support previewing the document, saving it as PDF or sending it directly to the printer (see attached screen shots). 10

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13 5. Other Modules 5.1 Bank Statements You can enter your bank statements here. Do not add your invoice here! Add invoices to the invoices module, not here, otherwise they would be counted twice. Only enter items from your bank statement that are not invoices. On OS X, you can import bank statements from GPC and ABO formats. 5.2 Cash Register If you deal with cash, enter your operations here. Just as with bank statements, do not add invoices paid in cash here! 5.3 Storage Maintain your storage digitally here. You can add items to the storage from invoice items, create invoice items from storage items, etc. Even if you don t have a physical storage, it can be useful to add items as services here - e.g. you can create a storage item an hour of work, mark it as Service, which allows you to easily add it to your invoices. 5.4 Investments This is the only module that doesn t allow you to create items. You can only create investments from received invoices, bank statements and cash register receipts. Only items with larger sums are allowed. 5.5 Journey Log Keep track of your business trips. 5.6 Printing (OS X) On OS X, you can mass-print all invoices, for example, overviews of your income, expense, or the entire cashflow, etc. 12

14 6. Preferences To get to the account preferences, select them within the module list on ios, or select UctoX 2 - Preferences... in the menu bar on OS X. 6.1 General General preferences - enter your personal/company details here and set up your bank accounts here as well. You can also change or disable the account password here. 6.2 Subtypes As mentioned before, you can categorize your income and expenses. There are totally 17 categories that are fixed (6 for income, 11 for expenses), but you can further subtype them here. For example, say you run a shop that also does repairs. You can then split the Taxable income into two subtypes: Shop and Repairs. This allows you to easily identify how much of your income is from the shop and how much is from the repairs. 6.3 Custom Fields Custom fields allow you to create custom invoice fields. For example, if you run a car repair shop, you may want to track the vehicle details. Simply add License Plate custom field and you can then access it and fill it in invoices. 6.4 Advanced Here are miscellaneous options, mostly for printing. You can set your company s logo, stamp and signature here, change the default template style, or switch between paper sizes (A4 and US Letter are the only currently supported paper sizes). 13

15 7. Print Editor (OS X) You can create your own print templates here. To start, press the + button and select the template type (default is Invoice). If you want to make this template the default template, press Make Default. If you want to undo this and make the built-in default template default, press Make Default Template Default. If you want to start from scratch, you can start drag-and-dropping elements from the element list onto the paper. If you just want to modify the default template, press Default Template... on the right and confirm the dialog. Notice other buttons in this toolbar, mostly for rearranging elements and duplicating them; or mass-changing a font in the template. If you have two overlapping elements, you can right-click them and UctoX will display a menu for you to select the one you want with ease. While editing, keep in mind that if you want to use the template on ios, you need to use a font that is available on ios! The list of fonts available on ios can be found at Most of the elements don t need any explanation, but the Text element likely needs one: 7.1 Text Element The Text element can contain static text, but also several placeholders that can be entered using the Insert Placeholder button. These placeholders will be replaced by information from the printed document (green placeholders), preferences (purple placeholders), or are just general placeholders that contain value depending on the document type. 14

16 8. Troubleshooting 8.1 icloud If you are having an issue with icloud sync, follow these steps: ˆ Select one device with consistent data. ˆ Make sure that UctoX 2 isn t running on any devices. On ios devices, double-click the Home button and quit UctoX 2 by swiping it up on the app list, if listed. ˆ On all other devices, uninstall UctoX 2. On OS X, do so by going to Launchpad, finding UctoX 2, holding down the Option key and clicking on the X button in the top-left corner of the icon. On ios, do so by holding down the app icon for a few seconds and then tapping on the X button in the top-left corner of the icon. ˆ Delete icloud data. If you are on OS X, go to System Preferences - icloud - Manage... - select UctoX 2 in the app list and click Delete Documents and Data. If you are on ios, go to the Settings app - icloud - Storage - Manage Storage - Documents and Data - Show All - UctoX 2 - Edit - Delete All. ˆ Open UctoX 2 on the device you selected in step 1, sign into your account and wait for a few minutes to get it synchronized. Afterwards, install and open UctoX 2 on your other devices and wait for the account to show up. 8.2 Debug Log Debug log is a file that is created by UctoX 2 that includes technical information that occurrs behind the scenes. By default, the debug logging is off, since it s not needed. I may ask you to send me such a file from time to time and here is how OS X On OS X, in the menu bar, go to Debug menu and make sure that the Debug Logging menu item is ticked (i.e. debug logging is on). If you are troubleshooting icloud sync, please, quit and relaunch UctoX 2 (it logs some icloud information on launch). Now perform the tasks that cause the trouble. When you re done, disable debug logging in the Debug menu. In the same menu, select Show Debug Log... - which will select the log file in Finder. In your client, create a new message to support@charliemonroe.net and attach the file to your report. If you are troubleshooting icloud sync, leave the app running for a little while (a few minutes) before disabling debug logging and sending us the report. 15

17 8.2.2 ios On ios, when you launch UctoX 2, you can find a Help button in the top-right corner. Click on it and enable debug logging. If you are troubleshooting icloud sync, please, quit and relaunch UctoX 2 (it logs some icloud information on launch). To do so, double-click the Home button on your device and swipe-up to quit the app. Now perform the tasks that cause the trouble. When you re done, disable debug logging in the Help menu. In the same menu, select Send Debug Log... - which will compose a new message to be sent, including the debug log. If you are troubleshooting icloud sync, leave the app running for a little while (a few minutes) before disabling debug logging and sending us the report. 8.3 Crash Reporting They say that there is no such thing as a perfect piece of software. As much as we developers try, amongst those thousands of lines of code that stand behind an app, there s almost always some tiny flaw that will cause the app to quit unexpectedly under certain circumstances. In order to fix that I need to see the crash log and to know what were the circumstances under which the application crashed (i.e. what were you doing that particular moment that led to the crash). To send me the crash report, start a new in the Mail app, addressed to support@charliemonroe.net, explain the circumstances under which the app crashed and then drag the icon from the unexpectedly quit dialog to the window using your mouse as illustrated on the image below. That s it! If you can t find the icon in the title bar, or the window looks different, click on the Report... button first. 16

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