Easy Desk Office
Setup and Layouts

Financial Accounting Software

This page is an addition to the help files for Easy Desk Office, our financial accounting software. To view the product page for Easy Desk Office, click here.

This page contains information for layouts and application usage for Invoicing, Purchase Orders, Checking, Payroll and Inventory. To view the product page, order additional features or licenses click here.

Select the Department from the left hand column titled Office Departments you want help in.

Note: When first setting up the Office you must setup at least one checking account in the Checking and Banking screen. An account is required even if you are not going to use checking. Click on Set Account and fill in the requested information. To view the Checking screen help file, click here.

Please pardon us. We are currently remodeling the site and not all pages are completed. This one is still unconstruction.


Accounting

Expense Types can be changed in Checking, by recalling a check, use Search > My Check, then click on the check you want to display. Select Edit Entry and change the expense type, click on Save.

Monthly Expense reports should be performed on the 1st day of each month, before issuing any new checks. Open the current year spreadsheet found under File > [Year]SpreadSheet. Then do a Search > My Check, selecting one expense type at a time from the search window. The total for each expense is displayed in the window marked Total at the bottom of the search results. On the spreadsheet window select the same expense type and enter this amount into the corresponding month. You can now export the spreadsheet to Excel for printing. You can print each search as a report using Printing > Print Reports.

Monthly Payable's reports should be performed on the 1st day of each month, before issuing any new checks. Form the Departments menu item select Payables. On the payables window select List All Due Payables. This will produce a list of all money due now. If you select List Regular Payables the report will did display all money owed; you will need to also List Reoccuring Payables. The combined two is your total debit. You can print these reports using Printing > Print Reports.

Monthly Receiveable's reports should be performed on the 1st day of each month, before marking any invoice as paid. There are a varity of reports that can be made using Search. To obtain the total amount of outstanding invoices that have been billed use Search > Open Invoices. You can farther break down open invoice reports using Search > More Reports. Depending on how you want to do your accounting, you may wish to make a report for Deposits and subtract the Deposits from Total Receivables. Remember deposits are not taxable, there for they are funds you have not earned yet.

Monthly Inventory reports should be performed on the 1st day of each month. A report can be printed by performing a search for all items in stock. List All > Search. A report will be generated that displays the total cost and retial of all items in stock.

Sales Tax reports should be performed on the 1st day of each month if your state requires monthly. To get a sales tax report on the Billing and Receiveable screen (invoicing) select ASearch> More Reports> Sales Tax and enter the dates.


Checking

You can add a different Logo to each company you setup in the Checking and Banking screen. Logos will display best if you use a GIF file with a transparent background. This will make the Logo blend into the background without any lines.


Invoice

Deposits can be entered into the invoice using the Keyword Deposit. Deposits are handled differently then payments for accounting purposing. Deposits are not taxable and payments are. The invoice software will not allow you to close out an invoice that has a deposit. Deposits must be converted to payments Edit >Mark Job Completed, and then the invoice can be closed, marked paid Edit >Mark Invoice Payment.

Payments can be entered into the invoice by using Edit >Mark Invoice Payment. If there is a deposit on the invoice the invoice first must be mark completed Edit >Mark Job Completed. This will convert the Deposits to payments. The Invoice data can then be changed if needed. Payments will be displayed on the invoice with the type of payment as check, cash or credit card, the amount, and the balance due. The total at the bottom of the invoice will remain as the total.

In this section you will find helpful layouts for your invoices below. Select the type of business you are in and customize your invoice layout. Invoices are found in the Billing and Receivables screen. The layout you create in the Billing department will set the layout for the Parts and Sales screen.

You can add a different Logo to each company you setup in the billing and receivables screen. Logos will display best if you use a GIF file with a transparent background. This will make the Logo blend into the background without any lines.


Using the Edit Company menu item under the Setup Company menu bar item, you can customize the way your invoice will be displayed and printed.
Column description windows
are the 6 windows that appear at the top of the invoice columns in green and yellow. The labels can be customized to your needs.
Invoice entry windows
are the 5 windows that appear at the bottom of the invoice columns in yellow.

There are 6 columns on the standard invoice. Each column has a built in function.

  1. The Part# field is optional and can be removed . If you are using the Inventory Control screen in the Office you will use this field to enter your part number. When a part number is added to the Part# Invoice Entry window and you move to the next window the Description and price for Each will automatically be filled in.
    If you are not using Inventory Control you may use this field for any purpose or remove the field by changing the name Part# to a period.
  2. If the customer is a wholesale customer you will want to leave this field also. This field will automatically be filled in with the List price of the item, if you are using the Inventory Control screen.
    If you are not using Inventory Control you may use this field for any purpose or remove the field by changing the name Part# to a period.
  3. The Qty field can not be removed, but you may rename the field. The invoice program requires this field to be numeric. You must enter a number in the Invoice entry window of this field. When when you click on Add Item to Invoice, the invoice program will add the total for you. This is a required field and must have an entry.
  4. The Description field can be renamed and you may enter any information you like in the Invoice entry window. There are a few Keywords that can be used.
    * - Allows you to enter information into just the description field. The QTY and Each fields are not required when using a *
    Sales Tax - The software will figure the sales tax for all items in the invoice above this entry. you will need to enter the percent to bill the sales tax as a decimal number, .052 = 5.2% into the Each field. No entry is required in any other field.
    Shipping or Freight - Can be entered into the Description field with only the enter for the amount to bill into the Each field. No entry is required in any other field.
    Deposit - The invoice program will see this Keyword and the amount of the deposit you will enter into the Each field. The software will add a line to the invoice, Deposit and the amount. It will add a second line, Balance Due and the new balance due on the invoice. The total window will show $64.66 in the example below.
    Payment -Is not a Keyword. To add a payment see Payments.
  5. The Each field can be renamed, but it must be used as intended. It can only except Currency values; a $ is not to be used. You can enter $1000.00 as 1000 or $1000.10 as 1000.1
  6. The Total field cannot be altered or renamed. The software controls this field.
  7. The label Estimate # can be re-labeled for each account, using the MenuBar item Setup Company > Change Estimate Tag Name.
  8. The Ship To fields and label can be eliminated from the printed Invoice using the No Ship button located next to the Ship To fields.

Part #

List

Qty

Description

Each

Total

111AX2

42.30

2

Item description
Sales Tax
Deposit     Cash
Balance Due

 

 

 

30.50

61.00
3.66
10.00
54.66

 

 

 

enter items here

 

Automoblie Service:
Place a period in the second green column description window. Rename the first green column, Part #, to Service. Rename the Each column to Ext. Setup the Inventroy screen using the name of the service such as OilService for the internal part # and Oil Change and Lube for the description.

Credit Collection :
Place a period in both green column description windows. Rename the Qty window to % and rename the Each window to Collected. When you fill in an invoice you will enter your percentage as a decimal in the % invoice entry window. Example: 25% = .25, 5%=.05. In the Collected field you will enter the total you collected. Example: 1000.00 When you click on Add Item to Invoice, the total will displayed as $250.00, your commission at 25% . You may elect to leave one of the two green fields visible and labeled Date. See Invoice example

Hourly Rate Business:
Place a period in both green windows,if you only need 4 columns. Rename the Qty window to Hrs and the Each window to Rate. If you need to use a date also then rename the List field to Date. See Invoice example. You can also use the Part # column and add into inventory a part # or name so that the hourly rate is automatically inserted into the Invoice. If you need several different hourly rates, make a different part number for each hourly rate you need. If you only need 2 rates you can use the Customer is a Retailer check box on the Invoice window.

Lawn Care Business:
Place a period in the green Part# window. Rename List to Week or Month. Rename the Each window to Rate. See Invoice example

Ledgers:
The Invoice can be print to look like a ledger. You can eliminate the Qty field from the printed Invoice/Ledger by adding a - (minus sign) to the field name -Qty, this is optional. You can also eliminate the Each fiels on the printed Invoice/Ledger by adding a - (minus sign) to the field. The minus sign must be the first character of the field, -Each, this too is optional. If you add the minus sign to the Each field the Total Field will be renamed to the name of the -Each field.

Note:In order to make an invoice you will still need to insert a number into the Qty and Each fields, but this fields will not be printed.
Example: the first row are the original field names. The second row is what you would rename the fields to make the Invoice print like the third row.

Part #

List

Qty

Description

Each

Total

Date

.

-Qty

Description

-Amount

Total

Date

Description

Amount

Tool Rental Business:
Rename the Part# window to Pickup. Rename List to Return and Rename the Qty window to Hrs. Rename the Each window to Rate. See Invoice example


 

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