Getting Started. AccountEdge. AccountEdge Plus. AccountEdge Plus Network Edition

Transcription

1 Getting Started AccountEdge AccountEdge Plus AccountEdge Plus Network Edition

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3 Mamut Software Ltd Hammersmith Grove London W6 7BA United Kingdom Website Acclivity LLC All rights reserved. Disclaimer Information supplied (whether in user documentation and other literature, video or audio material, training courses, websites, advice given by staff, or provided by other means) is intended only to illustrate general principles, and may not be complete, accurate or free of error. As accounting standards, taxation requirements, legislation and the circumstances of individual businesses vary widely, this information cannot be considered authoritative and may not apply to your specific situation. You should obtain competent advice from a qualified accounting, taxation, information-technology or legal professional before acting on such information. To the extent permitted by law, Mamut Software and Acclivity LLC are not liable for any special, consequential, direct or indirect damages arising from loss of function, profits or data resulting from your application of such information. In the event that any of the above limitations are found to be unenforceable, the company's liability is limited to the return of any fees or monies paid for the purchase of the product or service. 3

4 Trademarks AccountEdge is a registered trademark of MYOB Technology Pty Ltd. Mamut and the Mamut logo are registered trademarks for Mamut. Adobe, Acrobat, Acrobat Reader, Adobe Reader, PDF, and PostScript are trademarks or registered trademarks of Adobe Systems Incorporated. Apple, AddressBook, ical, Macintosh, and QuickTime are registered trademarks of Apple Computer, Inc. Mac and the Mac logo are trademarks of Apple Computer, Inc. used under licence. Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion Solutions Corporation. Crystal Reports is a registered trademark of Crystal Decisions, Inc. in the United States or other countries. MasterCard is a registered trademark of MasterCard International Inc.Microsoft, Access, Excel, Internet Explorer, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. Quicken and QuickBooks are registered trademarks of Intuit Inc. VISA is a registered trademark of Visa International Service Association. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners. 4

5 Fast start This Getting Started guide contains instructions on how to install, register, and set up AccountEdge, AccountEdge Plus and AccountEdge Plus Network Edition products. Follow the tasks below to install and begin using your software. Task See 1 Check your system requirements page 6 2 Install your software page 7 3 Register your software page 8 4 [Existing users] Upgrade your files page 9 5 [New users] Set up a company file page 12 6 Check for software updates page 27 7 What s New page 28 For information on support plans, see Mamut Support on page 44. 5

6 Check the system requirements Hardware and software requirements will vary depending on your operating system. Before installing your software, make sure your computer is able to run AccountEdge, AccountEdge Plus or AccountEdge Plus Network Edition. Please visit for the most recent and up-todate AccountEdge system requirements. 6

7 Install your software To install AccountEdge, AccountEdge Plus or AccountEdge Plus Network Edition 1 If your computer allows only users with administrator privileges to install programs, log in as an administrator. 2 If a virus scanner is enabled, disable it. 3 Insert your AccountEdge installation CD into the drive. 4 Double-click the AccountEdge CD icon on your desktop. The Finder appears, displaying the CD contents. 5 Double-click the Setup icon. An installation window appears. 6 Follow the onscreen instructions to install AccountEdge. NOTE: Installing AccountEdge Network Edition If you are installing AccountEdge Network Edition on the host computer for the first time, do not customise the installation. This ensures that all critical components are installed. 7 When the installation is complete, click Restart. Your computer will restart. 8 If you disabled a virus scanner at step 2 above, re-enable it. 9 [AccountEdge Network Edition users only] Start FileConnect: a Go to your Mac OS X System Preferences. b Click the AccountEdge icon in the Other section of the System Preferences window. The AccountEdge system preferences appear. c Click Start FileConnect. d Enter the password for Administrator and click OK. 10 Repeat from step 1 on page 7 for each workstation in the network. 7

8 Register your software You will be required to register and activate your software online. Registration identifies you as the legal owner of the software. Once registered you ll receive information about product upgrades, updates, new products, and other services. For more information on support see on Mamut Support on page 44. After installing the software, you will have 30 days to register your software. After this point, you will not be able to access your company file or sample files. Each installation of the software will require you to register. Your serial number has attached to it the number of allowed installations. Each serial number allows for one installation unless additional workstation licenses are purchased. To move your software licence from one computer to another, you will need to de-activate your registration on one computer to install on another. 8

9 How to register To register, you will need your serial number. Your serial number is included in your software package. If you downloaded your software after purchasing online, your serial number is in the confirmation you received when you purchased your software. To register your software Registering your software is easy: 1 Launch the AccountEdge, AccountEdge Plus or AccountEdge Plus Network Edition software. 2 Click the Register link on the bottom of the Welcome window or if you are already in your company file, choose Registration from the AccountEdge, AccountEdge Plus or AccountEdge Plus NE menu. 3 Once all required information has been entered, click Register. When the registration is complete a confirmation window will appear. 4 The date that your license expires will be displayed on the Welcome Window. You will need to Renew your licence prior to expiration in order to continue to use the software. 5 To Renew your Service Agreement, click Renew License on the Registration window. Upgrade your files (existing users only) Company files created with a previous version of your AccountEdge or AccountEdge Plus software need to be upgraded. You also need to upgrade all customised reports, forms, letters, and spreadsheets that you used with your previous version of the software. Make sure you back up your company file before you upgrade it. Once you upgrade your company file, you can open it only in AccountEdge, AccountEdge Plus or AccountEdge Plus Network Edition, depending upon which software you use. However, the backup file can still be opened in your previous software version. 9

10 Do the following for each company file: Task Action See 1 Upgrade your company file below 2 Upgrade your customised templates page 11 If you are upgrading from AccountEdge or AccountEdge Plus to the AccountEdge Plus Network Edition please be aware that your company file needs to be placed in the host computer s Library/Application Support/ AccountEdge NE/Databases folder. For further details, refer to the AccountEdge Network Implementation Guide. To access this guide go to the Manuals folder in the appropriate AccountEdge 2011 application folder. Task 1: Upgrade your company files If you are using AccountEdge Plus Network Edition, and users access company files from a shared location, you need to upgrade your company files on the host computer. 1 Back up any company files that you use. 2 In the Finder, go to the AccountEdge 2011 installation folder and double-click the Upgrade Assistant icon. A welcome window appears. 3 Click Next. The Find File to Upgrade window appears. 4 Click Find File. The Open window appears. 5 Select the company file you want to upgrade and click Open. The Find File to Upgrade window reappears. The current path and file name of the selected company file appears below the Find File button. The default path and name for the upgraded company file appear below the Save As button. 6 If you want to change the location or name of the company file: a Click Save As. The Save As window appears. b Specify a new location or type a new name and click Save. NOTE: Save As location for AccountEdge Network Edition users The upgraded file must be saved to Library>Application Support>AccountEdge NE>Databases folder. If there is a company file of 10

11 the same name already in this folder, please enter an amended name for the new company file. 7 Click Next. The Confirm window appears. 8 Click Next to start the upgrade. When the upgrade is finished, the Complete window appears. 9 If you want to upgrade another company file, click Next and repeat from step 3 above. 10 Click Finish to close the Upgrade Assistant. If you customised any reports, forms or letters in your previous version of AccountEdge, proceed to Upgrade your customised templates, below. Task 1: Upgrade your customised templates If you customised reports, forms, letters, graphics, or spreadsheets using a previous version of AccountEdge, you need to upgrade these templates to continue using them in your new software version. 11 In the Finder, locate the installation folder of your previous version of AccountEdge (for example, the AccountEdge 2010 folder) and open it. The installation folder contains these template folders: Folder File extension Description Custom *.rpt Standard and user-customised report templates Forms *.frm Standard and user-customised form templates Letters *.dot Standard and user-customised Microsoft Word document templates Spreadsheets *.xlt Standard and user-customised Microsoft Excel spreadsheets Graphics *.bmp, *.gif, *.jpg, *.tif, *.png Any graphics such as company logo, employee or item photos, etc. 11

12 12 Start a second Finder window and open your new AccountEdge folder within the Applications folder. 13 In the installation folder of the previous version, open a folder containing customised templates (for example, the Forms folder). 14 Command-click only your custom template files. NOTE: Avoid overwriting the latest standard templates The standard templates included with AccountEdge may have improved features. Make sure you select only the templates that you created, ignoring the old standard templates, so that you do not accidentally overwrite the new templates. 15 Press and hold the OPTION key and drag-and-drop the selected template files over the corresponding folder (for example, Forms) in the new AccountEdge installation folder. 16 Repeat from step 12 on page 12 for each folder containing customised templates. Set up a company file (new users) When you create a company file, you record basic information about your business, such as the business name and contact details. You must also specify the month and fiscal year of the earliest transactions you want to record. Depending on the features you want to use, there are some additional tasks that you may need to do. Essential tasks The tasks you need to do depend on whether your accountant has created and set up a company file for you, the information you currently have, and when your business started. Advanced tasks When you have completed the essential tasks, you can start recording transactions. However, if you need to use the advanced 12

13 features of this software, (such as the payroll features) you will need to do further setup tasks. These tasks are covered in the Online Help files. Task See 1 Create a company file page 14 3 Set up accounts page 18 4 Enter the account opening balances page 23 5 Set up preferences page 25 6 Set a password for the Administrator user ID page 26 13

14 Task 1: Create a company file When you make entries in your software, the information is stored in a file called a company file. NOTE: Do you already have a company file? If your accountant has provided you with a company file, or if you want to use a file created with a trial version of this software, you don t need to create a company file. Before you start, you need to know: Your current fiscal year The last month of your fiscal year Your conversion month This is the fiscal year for which you want to start recording transactions in your company file. Note that a fiscal year is represented by the calendar year in which the fiscal year ends. For example, if your fiscal year ends in December 2010, your fiscal year is This is the month in which your fiscal year ends. For most businesses the last month is December. This is the earliest month for which you want to record transactions. For example, if you want to enter transactions dated September 1 or later, your conversion month is September. You cannot enter transactions dated before the conversion month. 14

15 The number of accounting periods in your fiscal year The default list of accounts You can choose to have 12 or 13 accounting periods. A 13th period is a period for recording entries which you do not want included in the accounting figures for a particular month. For example, you can use it to record year-end adjustments that are attributed to all months. If in doubt, choose 13 periods. Accounts are categories to which you allocate each of your transactions. When you create a company file, you need to specify a default list of accounts. You can: start with an accounts list provided by AccountEdge. You can select a predefined accounts list suitable for your business. import a list of accounts. You can import an accounts list from another company file, or one that has been provided by your accountant or Mamut Partner. build your own list. You can start with an accounts list that has the minimum accounts required by your software and then add to it. Note that you can modify your accounts list after creating your company file. NOTE: Some company file information cannot be changed Take care when creating your company file as some information such as your current fiscal year, last month in fiscal year, conversion month, and accounting periods cannot be changed once you have created your company file. To create a new company file 1 Start your software. A welcome window appears. 2 Click Create new company file. The introduction page of the New Company File Assistant appears. 3 Read the information in this page and then click Next. The Company Information page appears. 4 Enter your business contact and registration details. If available, enter your software serial number. 5 Click Next. The Accounting Information page appears. 15

16 6 Enter your fiscal year details and conversion month. TIP : Current fiscal year This is the fiscal year for which you want to start recording transactions in your company file. It does not need to be the fiscal year that your business is currently operating in. 7 Click Next. A confirmation page appears. 8 Check the fiscal year and conversion month and then click Next. The Accounts List page appears. 9 Select the default accounts list you want to start with. If you choose to... start with an accounts list provided by AccountEdge Continue with... step 10 on page 16 import a list of accounts step 12 on page 17 build your own list step 12 on page Click Next. An accounts list selection page appears. 16

17 11 Select the industry and type of business that best matches your business. A suitable accounts list for the business type you selected appears. If you want to print the list, click Print. Later, you can tailor the list to meet the needs of your business. 12 Click Next. The Company File page appears. 13 If you want to change your company file name and location: a Click Change. In the Save window that appears. b Select the required location. c If necessary, type a new file name in the Save As field. 14 Click Next. Your company file is created and the Conclusion page appears. 15 Click Command Centre to display the Command Centre window or Click Setup Assistant to continue to customise your company file setup. 17

18 Task 2: Set up accounts Accounts provide a means for grouping similar transactions. For example, if your business pays rent for the use of its premises, you would create a rent account and then allocate all rent payments to that account. The accounts you use for your business are grouped in an accounts list. NOTE: Do you need to complete this task? If your accountant or Mamut Partner has provided you with a company file, this task may have been completed for you. In this case, go to Task 3: Enter the account opening balances, on page 23. When you created your company file, you selected a default accounts list to start with. This list may already have the accounts you need. If not, you can change the list to suit your needs. If you are unsure, ask your accountant which accounts you should create, edit or delete. If you chose to import a list of accounts, you should import this list now. For information about importing data into your company file, click the Help button in this window. Account numbers Each account is identified by a unique five digit number. The first digit indicates the account s classification (for example, accounts starting with 1 are asset accounts). The remaining four digits determine its location within the classification. The lower the number, the higher up in the list it appears. For example, account appears above Account classifications and types The accounts list groups accounts into eight classifications Assets, Liabilities, Equity, Income, Cost of Sales, Expenses, Other Income, and Other Expenses. Within each account classification there is at least one account type. Account classifications and types are described in the following table. Classification Type Description Asset (1-xxxx) Bank Accounts Receivable Money in the bank, for example, in a chequing or savings account. Money owed to you by your customers. 18

19 Classification Type Description Liability (2-xxxx) Equity (3-xxxx) Income (4-xxxx) Cost of Sales (5-xxxx) Other Current Asset Fixed Asset Other Asset Credit Card Accounts Payable Other Current Liability Long Term Liability Other Liability Equity Income Cost of Sales Assets that, if required, can be turned into cash within a year. These may include your term deposits. Assets which have a long life, for example, buildings, cars, or computers. Fixed assets are usually depreciated. Other assets you own, such as loans made to others and goodwill. Repayments to service credit card debt. Money owed by you to your vendors. Money owed by you that is due in less than a year, for example, tax. Money owed by you that is due in more than one year, like a business loan. Other money you owe. The business s net worth, that is, its assets minus its liabilities. Common equity accounts are current year earnings, retained earnings, and shareholders equity. Revenue from the sale of goods and services. The direct cost of selling your goods and providing services, for example, purchase costs and freight charges. 19

20 Classification Type Description Expense (6-xxxx) Other Income (8-xxxx) Other Expense (9-xxxx) Expense Other Income Other Expense The day-to-day expenses of running your business, for example, utility bills, employee wages, and cleaning. Other revenue, for example, interest earned on savings and dividends paid from stocks. Other expenses, for example, interest charged. Header accounts Your accounts list consists of detail accounts (the accounts to which you allocate transactions) and header accounts. Header accounts group related detail accounts to help you organize your accounts list. For example, you could group your telephone, electricity, and gas expense accounts using a Utilities header account. This makes it easier for you to locate the utility expense accounts in the accounts list and to see your combined utility expenses. You group accounts by indenting the detail accounts located directly below a header account. Header accounts Detail accounts Note that: You cannot allocate transactions to a header account. The balance of a header account is the sum of the detail accounts indented directly below it. You can create up to three header account levels. 20

21 Setting up accounts If you want to... Create an account See below Group detail accounts with a header account page 23 Delete an account Change the details of an account Import an accounts list Online Help Online Help Online Help To create an account 1 Go to the Accounts command centre and click Accounts List. The Accounts List window appears. 2 Click New. The Edit Accounts window appears. 3 If you want to create a header account, select the Header Account option. 4 Select the account type from the Account Type list. The Account Classification field changes according to the selection you make. For more information on account classifications, see Account classifications and types on page

22 5 Enter a four-digit number for the account in the Account Number field. The number must be unique within each account classification. 6 Press TAB and type a name for the account. 7 Click the Details tab. 8 If you want, type a brief description of the account in the Description field. 9 If you are creating an asset, liability, or equity account (other than an asset that has the account type of Bank), select an option from the Classification for Statement of Cash Flows list. Classifying accounts allows you to generate a statement of cash flows. This report shows how your cash position has changed over time, profit earned, and where your cash was spent. If you re unsure about which classification to use, consult your accountant or a Mamut Partner. 10 If you are creating a bank or credit card account, and you want to keep a record of your bank account details, click the Banking tab and enter your account details. 11 [Detail accounts only] If you want to enter historical balances, click the History tab and complete the Last FY column. That way you can compare the year s monthly account balances with those of the corresponding months last year. 12 [Detail accounts only] If you want to set up a budget: a Click Budgets. The Prepare Budgets window appears. b Type the budget amounts in the monthly columns. 22

23 c Click Close. For more information about budgets, see your Online Help 13 Click OK when you have finished. The account you created now appears in your accounts list. To group detail accounts with a header account You group accounts by indenting the accounts located below a header account. You do this by clicking the Up ( ) button or the Down ( ) button located at the bottom of the Accounts List window. 1 Go to the Accounts command centre and click Accounts List. The Accounts List window appears. 2 Select the detail account you want to group. 3 If you want to group the account with the header account located immediately above it, click Down. 4 If you want to group the account with a header account above the current header account, click Up. Task 3: Enter the account opening balances Account opening balances are the balances of your accounts as at the first day of your conversion month. NOTE: Do you need to complete this task? If you were in business prior to your conversion month, most of your accounts probably already have balances. If you want to produce financial reports that included these balances (such as a balance sheet), or you want to track the balance of accounts with a cumulative balance (such as your bank account), you need to enter these balances. You can find your account opening balances on a trial balance report, a balance sheet or a profit & loss report prepared for the period immediately prior to your conversion date. You can ask your accountant to prepare these reports. You may also be able to find your account opening balances using your previous software or paper-based records. The balances you enter in your accounting software depend on whether your conversion month is also the first month of your fiscal year. 23

24 If your conversion month: is the first month of your fiscal year, enter the opening balances of your asset, liability, and equity accounts only. The opening balances of your income, cost of sales, and expense accounts should be zero. is not the first month of your fiscal year (for example, if your fiscal year starts in April but your conversion month is August), enter the opening balances of all your accounts. Opening bank account balances You can enter either of the following amounts as the opening balance of a bank account: the bank account balance that appears on your balance sheet or trial balance reports as at the day prior to your conversion date. For example, if your conversion date is January 1, 2010, this is the bank account balance as at December 31, These reports can be provided by your accountant, or you can obtain the balances using your previous software or paper-based records. the chequebook balance of the account as at the end of the day prior to your conversion date. You can calculate your chequebook balance by taking into account the transactions not yet cleared by your bank as of the conversion date and the balance that appears on your bank statement at that date. For example, assume that 500 worth of deposits and 1000 worth of payments were unpresented as at your conversion date (that is, they had not appeared on a bank statement). The chequebook balance would be calculated as shown below: Bank statement balance as at the conversion date 21, ADD uncleared deposits SUBTRACT uncleared payments 1, Chequebook balance as at the conversion date 20, To enter opening balances 1 Go to the Setup menu, choose Balances and then Account Opening Balances. The Account Opening Balances window appears. 24

25 2 Enter the balances in the Opening Balance column. NOTE: Enter opening balances as positive numbers Don t, for example, enter liability account balances as negative numbers. Enter negative amounts only if accounts truly have negative balances. 3 Check that the amount in the Amount left to be allocated field at the bottom of the window shows If this field displays an amount other than 0.00, check your opening balances again because they are either incomplete or incorrect. However, you can continue the setup process if there is an amount in the Amount left to be allocated field. The amount will be assigned to a special equity account called Historical Balancing. 4 Click OK. Task 4: Set up preferences Preferences are settings that enable you to tailor your software to your business requirements. NOTE: Do you need to complete this task? While you can complete this task later, you should review the default preferences that have been set before you start entering transactions. 25

26 You can set preferences to customise the way your software operates. For example, you can choose to automatically print invoices after recording them, or prevent transactions from being edited. You can set up your preferences using the: Customise Easy Setup Assistant. This assistant guides you through setting up some key preferences. To access the assistant, go to the Setup menu, choose Easy Setup Assistant, and then click Customise. Preferences window. This window lists all of the preferences. To view this window, go to the Setup menu and choose Preferences. Some preferences you should consider choosing include: Use Audit Trail Tracking If you want to keep a record of transactional, tax, account, payroll, and system changes, select this option. For more information about audit trail tracking, see your Online Help. Transactions CAN T be Changed; They Must be Reversed If you want to prevent transactions from being edited or deleted, select this option. When you do want to change or delete a transaction, you will need to record a reversal transaction. For more information, see your Online Help. I Deal in Multiple Currencies If you want to enable multi-currency accounting, select this option. For more information about working with multiple currencies, see your Online Help. Task 5: Set a password for the Administrator user ID A user ID is the means for: controlling access to a company file tracking a transaction record history saving individual preferences When you created your company file, a user ID called Administrator was automatically created. By default, the Administrator user ID does not have a password assigned to it. Anyone who signs on with the Administrator user ID will have complete access to all command centres, functions, and windows and will be able to create, edit, and delete other user IDs. For that reason, as soon as you create a company file, you should assign a password to the Administrator user ID; otherwise, anyone can sign on and then enter, edit, and delete transactions in your file. 26

27 To set a password for the Administrator user ID 1 Start your software. The Welcome window appears. 2 Click Open your company file. The Open window appears. 3 Select the company file to be opened, and click Open. The Sign-on window appears. 4 Click Change Password. The Change Password window appears. 5 In the Change Password window, leave the Existing Password field blank, type the password in both the New Password and Confirm Password fields. 6 Click Record. NOTE: User access restrictions If you want to restrict other users from accessing certain features or information, you can create additional user IDs and specify their access restrictions. For more information, see the Managing user accounts and company files chapter in the Online Help. Check for software updates To make sure you are using the current version of your accounting software, you should check every so often to see if any updates or upgrades are available. To check for updates using a Mac computer, open your company file, then go to the AccountEdge menu and click Check for Updates. 27

28 What s new The following new features and enhancements have been included in this release: Feature Description See Web Store Setup and Details Web Store Selling Details Web Store Sync Options Web Store VAT Accounts Progress Billing Progress Billing Transaction report Create Invoice from Purchase Action Menu Create a Web Store and choose which items to sell online Sync your items that you sell via your web store Import your web customers as new cards Ability to assign one card to your web orders Sync your items Manually or Automatically Import tax codes used in web order sales Bill your customer for a percentage of the original quote or a quantity, rate, or amount for each line item Displays all the transactions that affect the current balance of the sale associated with a progress billing quote. Create an invoice directly from a purchase order or bill A shortcut menu for accessing tasks associated with sales and purchases records page 30 page 30 page 31 page 32 page 33 page 34 page 35 page 36 28

29 Feature Description See Read-only File Setting AccountEdge Mobile Application Time Tracker for AccountEdge Preview PDF before printing New PDF engine improvements Better Handling of graphics on forms Expanded Note fields Added security of restricting access to your company file A new mobile app for the ipad, iphone and ipod Touch that syncs with AccountEdge is now available. A web based tool used to submit timesheets and activity slips to your company file View the form from the print dialog box before choosing to print it. Improves image quality and allows for all fonts on forms Handles all graphic file types and embeds them in their native format Increased limit of alpha-numberic characters page 37 page 38 page 39 page 40 page 41 page 41 page 41 Start a New Financial Year Spend Money Interface redesign Process Billing step added to process page 42 Updated Spend Money window page 42 Payroll Compliance Tax Calculations End of Year Payroll Assistant Additional Statutory Paternity Pay (ASPP) has been updated for 2012 Updated input fields to match the HMRC online filing screens page 43 page 43 29

30 Web Store Setup and Details Create a Web Store and choose which items to sell online. A store can be created and live within minutes. This hosted Web Store service, provided by Enstore, is an easy and affordable way to sell your products online. Access Enstore through AccountEdge to begin the process of designing your online store by simply choosing a store template that best suits your business, create setup menus for easy navigation and easily add your company logo. To create a Web Store 1 Go to the Setup menu and select Web Store. 2 Under the Store Details window click Learn More for access to the Enstore website. 3 After you sign up for this service you will receive a confirmation with your Store Handle and Password. Enter this information in the Web Store Details window. Web Store Selling Details The Web Store Setup - Selling Details window will allow you to sync your items that you sell via your web store as well as import your web customers as new cards. Another option available to you is the ability to assign one customer card to your web orders. 30

31 Web Store Sync Options The Web Store Setup - Sync Options window gives you the option to sync your items Manually or Automatically. If you choose to sync automatically you are then given the option to sync upon opening or closing your company file. Click the Sync button to sync your items and any item changes that have been made since the last sync. Click the Force Sync button if you want to sync all item information to your web store, not just the changes that were made to your items since your last sync. To select which items to sync with your web store, go to the Item Information - Selling Details window and select the new option I Sell This Item In My Web Store. The following information will be synced with the web store for each selected item: Item Name/Description Product Images Brand Weight Tags Web Store Price 31

32 Web Store VAT Accounts When you are processing web orders received from your web store, tax codes used in these orders will be imported into your company file. The Web Store Setup Tax tab in the Web Store Setup window allows you to manage the types of taxes collected from your web store. The Tax Account section enables you to assign an account for the tax codes used in the orders you are importing from your web store. To select the account to be used when importing sales from your web store 1 Go to the Setup menu and select Web Store, then select Set Up a Web Store. The Web Store Setup window appears. 2 After you have linked your web store to your AccountEdge company file, all tabs will be accessible. 3 Click the VAT Account tab. 4 Enter the account you will be using to track the VAT Collected and VAT Paid. 5 Click Close. 32

33 Progress Billing Progress Billing enables you to create an invoice from a quote by billing your customer for a percentage of the original quote or a quantity, rate, or amount for each line item. AccountEdge will track the amounts previously billed. This enables you to bill for overages, change orders, and expenses. To track Progess Billing 1 Go to the Sales command centre and select Enter Sales. 2 Select Progress Billing Quote and enter all information. 3 Click Save Quote. 4 Go to the Sales Register and Open the Progress Billing Quote. 5 From the Action Menu select from a list of actions to view the Progress Billing details. 33

34 Progress Billing Transaction report This report displays all the transactions that effect the current balance of the sales (original sales, sales tax, customer payments, discounts, or customer deposits) associated with a progress billing quote. This report is located under the Sales tab of the Index to Reports in the Other Sales Reports section. 34

35 Create Invoice from Purchase If you have purchased items or services for your customer and you now need to have a sales invoice for your customer, you can create an invoice directly from the purchase order or bill by using the action menu and click Create Invoice. A new sale window will appear allowing you to add the customer name and other details, however the body of the purchase order or bill will copy automatically into the new sale. To create a sales invoice from an existing purchase order or bill 1 Go to the Purchases command centre and click Purchases Register. The Purchases Register window appears. 2 Locate and select: an order click the Orders tab and select the order you want to use. a bill click the Open Bills tab and select the bill you want to use. 3 Click the action menu button and select Create Invoice. The Sales window appears, with the new sales invoice displayed. The line items from the purchase order or bill are automatically transferred to the new sales invoice. 4 Enter a customer s name in the Customer field. The customer s address details appear in the Bill to field and the name of the customer for whom the quote or order has been created appears in the Journal Memo field. 5 Enter a purchase price for each item. 6 Make any changes you want to make. For example, you may want to change the transaction date to today s date, or add items to the order. 7 Click Record. The new purchase order is created and the original sales quote or order remains in the Sales Register window. 35

36 Action Menu The Action menu is a shortcut menu for accessing tasks associated with sales and purchases records. The menu is located in the sales quotes, order, and invoice windows as well as in the purchases orders and bills windows. When you click the Action menu icon ( ), a list of actions associated with the sale or purchase are displayed. All of the tasks you could previously perform in the sales and purchases windows, such as save as recurring, use recurring, and receive or make a payment can be found in the Action menu. In addition, you can now create a purchase order from a sale order and create a sale from a purchase order or bill. The following shows the actions available on a purchase order. 36

37 Read-only File Setting AccountEdge offers you an option to set your company file to Read-Only status. If you want the added security of restricting access to add, edit, or delete any transactions in your company file or a copy of your company file, a new security preference, Mark this company file as Read-Only [System-wide] has been added to AccountEdge. If you choose to select this option, the following features will be disabled: Multi-user access Importing of any data Start a New Fiscal Year Adding, Editing, or Deleting Transactions You will be able to view, analyze and export existing information. Reports and Forms can be customized and printed. You can deselect this preference if you need to have complete access to the company file, for example, to replace an existing file. 37

38 AccountEdge Mobile Application AccountEdge 2011 works with a new AccountEdge Mobile app available for the iphone, ipad and ipod Touch. AccountEdge and AccountEdge Mobile sync through free Dropbox.com account. AccountEdge Mobile will sync your contacts, items, activities, jobs and more. With AccountEdge Mobile you ll be able to create sales, spend money transactions, activity slips as well as add new contacts. Through the use of a free Dropbox.com account, you ll sync new transactions and contacts back to AccountEdge. 38

39 Time Tracker for AccountEdge For AccountEdge Plus and AccountEdge Plus Network Edition users only Time Tracker is an AccountEdge Web App which allows you and your employees to track their time as Activity Slips to be used in Time Billing without needing to provide your employees and contractors access to AccountEdge Plus or the Network Edition. Your employees, customers, activities, jobs and more are synced between Time Tracker and AccountEdge Plus and AccountEdge Plus Network Edition through a free Dropbox.com account. For more detailed information including pricing, go to webapps.accountedge.com 39

40 Preview PDF before printing You can view the form from the print dialog box before choosing to print it. This will enable you to make any last minute changes, if necessary, it will also allow you to see if the fields and margins are set correctly. To view the form using the Print window: 1 Select the form you wish to print. 2 Click Print. 3 The Print windows appears. Expand the Print window by clicking on the down arrow adjacent to the Printer selection. 4 The form you have selected will appear on the left side of the window. For mulitple page documents, click the arrows to view each page contained in the print job. 5 Click Print. 40

41 New PDF engine improvements The new PDF engine improves image quality and allows for all fonts on forms. This means the images on forms display properly, all fonts can be used on forms, and PDFs match their printed counterparts. Better Handling of graphics on forms We ve updated the way AccountEdge handles and embeds graphics on forms. Accountedge now handles most all graphic file types and embeds them in their native format to retain the original resolution and graphic quality. NOTE: Graphics previously added to forms will need to be replaced and re-added to take advantage of this enhancement. Expanded Note fields The Note fields throughout the software has been expanded to accommodate up to 1000 alpha-numberic characters allowing for more details to be added to transactions, payments, s, contact information, etc. 41

42 Start a New Financial Year An additional step has been added to the Start a New Financial Year process. If you are using the Progress Billing feature you can select to Purge Progress Billing Quotes that have been fully billed and/or Keep closed Invoices that are linked to Progress Billing Quotes that have not been fully billed during the Start a New Financial Year process. Spend Money Interface redesign The Spend Money interface in AccountEdge has been redesigned making it resemble an actual cheque, when using the following transactions: Spend Money Pay Bills Settle Returns and Credits Pay Employees 42

43 Payroll Compliance Tax Calculations HMRC have changed the specification of NIC tax calculations for the 2011/ 2012 payroll year. Primary and Secondary Thresholds have replaced the Earning Threshold, causing a change in the calcuating of NI Contributions for Additional Statutory Paternity Pay A new statutory payment, Additional Statutory Paternity Pay (ASPP), is being introduced by HMRC beginning the 2012 payroll year. AccountEdge Plus will record the amount of ASPP paid and calculate the amount recoverable from HMRC (ASPP Recovery and ASPP Compensation). The addition of ASPP effects payroll catetgories, pay employees, and some reports including the P14/P60 Summary (Filed) Report. End of Year Payroll Assistant The End of Year Tax Forms Assistant has been updated to more closely match the input fields of the HMRC online filing screens. P14 End of Year Report A P14 End of Year Report has been added to the End of Year Assistant and the Index to Reports which provides information pertaining to the P14.

44 Mamut Support Mamut Support Centre The Mamut Support Centre offers an extensive personal service to assist you whenever you may need help. As a valued customer of Mamut you are entitled to access a wide array of resources giving you the opportunity to benefit from the knowledge and experience of thousands of Mamut customers. We are confident that this will help you to be prepared for the day ahead and to be in total control of any situation faced by you and your business. Mamut Service Agreement ensures a simpler working day! The Mamut Service agreement ensures that you are prepared and have full control of all challenges you or your business might encounter. Updates following legislation changes We make sure that your Mamut system is always fully up-to-date with new laws and regulations, changes to tax-rates and official forms. Extensive user documentation for all such changes ensures that you can adapt to them quickly and easily. New functionality Mamut systems are developed and improved continuously in tune with technological advances, new industry standards and trends and feedback from our customers. You are always guaranteed a modern solution, which will simplify your working day. Mamut Support Centre We place great importance on providing a responsive and professional support department, which can promptly provide answers to your questions. Your Mamut Service Agreement entitles you to user support via telephone, or the internet. Special offers Mamut gives you special offers on Mamut products as well as on suitable products from other market-leading software vendors.

45 Purchase a Mamut Service Agreement To purchase or renew a Mamut Service Agreement, please contact your sales consultant or Mamut s sales department on How to get in touch with the Mamut Support Centre Get in touch via Mamut website Mamut offers Online Support that is available 24/7 and will quickly provide you with the answers you require. The site has an FAQs facility which allows you to search our large range of Support Articles. Visit Mamut Online Support at Search for support articles at Get in touch by If you cannot find the answer your are looking for on the Mamut website you can send an to support@mamut.co.uk. Get in touch over the phone: , option 3 Most questions can usually be answered in the course of a phone call but in special cases we may need to record the question and contact you once we have found the solution to your problem. Get in touch via fax: If you do not have internet access, you are able to send your query by fax to the Mamut Support Centre. You will receive an answer by fax as well. However, please do provide a telephone where you can be reached during working hours in case we need more information in order to solve your problem. Letters may be sent to: Mamut Software Ltd 90 Long Acre Covent Garden London WC2E 9RZ