eCashBooks Q&A | Bookkeeping

How can I track my outstanding invoices?

You can track your outstanding invoices by accessing the Invoicing page on the eCashbooks system. The page has features that allow you to view a list of Not Paid invoices, Overdue invoices, and Quotes that need to be converted. Additionally, you can mark invoices as Paid or record receipts from customers to update the status of your outstanding invoices.

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how do I delete a transaction?

To delete a transaction, find the row where the error occurs. To the right of the date field, you'll see a Red Box appear. Simply click the RED marker, and that transaction row will be deleted.

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When do I need to write a description?

You need to write a description when the expense you have paid cannot be adequately understood by the name of the business you are paying and the column header you are placing it under.

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How do I change the column header?

Simply move your mouse over the column header you want to change and click on it. Then type in the new category you want to assign to that column.

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Tell me about the item invoices

Item invoices are a type of invoice that calculates the total amount based on the number of items multiplied by the price per item. For example, if you have 10 apples priced at $1 each, the total amount would be $10. Similarly, if you provide a service for 10 hours at $50 per hour, the total amount would be $500. Item invoices are suitable for businesses that sell physical items and need to calculate the total based on quantity and price per item.

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When should I use the item invoice to create my invoices?

You should use the item invoice to create your invoices when you need to calculate the number of items multiplied by the price per item. For example, if you are selling 10 apples at $1 each, the item invoice will calculate that as $10. Similarly, if you are providing a service for 10 hours at $50 per hour, the item invoice will calculate that as $500.

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Where is the what if table located?

The What If table is located to the right of the screen in the Cashbook system. It allows you to adjust the percentage change to see the effect it would have on your profits.

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Where can I find the What If Table?

To the RIGHT is a handy WHAT IF table. Adjust the % Change to see what effect it would have on your Profits, providing insight into the allocation of your resources.

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The GST is different on my invoice to what you calculate, how do I adjust it?

To adjust the GST on your invoice, you can simply select the box where the GST appears for that transaction and enter the correct value. This way, you can ensure that the GST is accurate and matches what you need it to be.

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Explain the performance dashboard to me

The Performance Dashboard is a useful tool that provides a snapshot of your operations. It displays your results for a specified date range, including income, expenses, and the percentage of expenses and profit in the total mix. You can hover over the pie chart to get more details on your expenses. Additionally, it shows who owes you money and any outstanding quotes that you can follow up on. On the right side, there is a "What If" table where you can adjust the percentage change to see how it would affect your profits, giving you insights into resource allocation.

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How do I add a transaction

To add a transaction, you can use the Screen Entry feature on the eCashbooks website. Select whether you are entering Income or Expenses through the top tabs, then enter your transaction details in the boxes shown. Make sure to write a description if the category doesn't fully describe the transaction. The description is important for future reference and understanding of the transaction. Remember that the DESCRIPTION field is compulsory, so you must complete it before moving to the next transaction.

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How do I do an invoice?

To create an invoice, you can either do it on the system or via the app. Choose the color, import your logo, and ensure your address and ABN are populated. Select the type of invoice (Item or Service), add notes, set a valid till date, and submit or send the invoice via email once completed.

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how do i invoice

To create an invoice, you can choose the color, import your logo, ensure your address and ABN are correct, select the type of invoice (item or service), follow the prompts to complete the rest of the invoice, note the valid till date, attach any necessary notes, and then either submit the invoice to record it or send it via email to your customer.

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What is Interest?

Interest is the cost of borrowing money, typically expressed as a percentage of the principal loan amount. It can also refer to the amount earned on savings or investments.

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How could I use Screen Entry system efficiently?

To use the Screen Entry system efficiently, make sure to: 1. Select the correct tab for either Income (Money IN) or Expenses (Money OUT) at the top. 2. Enter your transaction details accurately in the designated boxes. 3. Provide descriptions only when necessary, especially if the category does not fully explain the transaction. This approach helps in keeping your financial records organized and easily understandable for future reference or if clarification is needed.

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how do I create an overdue invoice?

To create an overdue invoice, you would first need to create a regular invoice and set its due date. If the invoice has not been paid by this due date, the system will automatically mark it as overdue. The default due date is set to one week after the invoice is created. Once the invoice becomes overdue, you can take further actions, such as sending an overdue email to remind your customer. There isn't a direct method to create an invoice that is immediately overdue; it becomes so after the payment due date has passed.

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How do I do an Invoice?

Creating an invoice on eCashbooks is straightforward. Here's how you can do it: 1. Access the system or the mobile app. 2. Choose your invoice's color and import your logo or corporate image. 3. Ensure your address and business number are correctly populated. 4. Decide on the type of invoice: item or service. 5. Complete the invoice by following the prompts, setting the due date, and attaching any notes. 6. Submit the invoice for recording or send it via email to your customer directly. This process allows you to efficiently manage your invoicing needs, whether you're at your desk or on the go.

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Where can I find my overdue accounts?

You can find your overdue accounts in several places within eCashBooks: 1. Your weekly emailed report, which will show what's outstanding. 2. The home screen, which displays an OVERDUE Stamp for delinquent accounts. 3. The performance dashboard, reflecting your outstanding amounts, including any overdue invoices. 4. The Manage Invoicing section, where a flashing OVERDUE Icon makes it easy to identify and take action on overdue invoices.

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How do I work out my staff costs?

To work out your staff costs, you should: 1. Calculate the total annual cost of each employee, including wages, benefits like superannuation or retirement plans, medical benefits, and any other rewards for their services. 2. Determine the available hours each year by accounting for annual leave, sick leave, public holidays, and any other leave that affects productivity. 3. Recalculate the hourly cost based on the employee's productivity level. For example, if an employee is only 50% productive, their cost to the business effectively doubles. 4. Consider the lost potential revenue by evaluating the efficiency of your staff and how it impacts your business financially. This method helps you understand the true cost of your employees, ensuring you charge out their services at a rate that covers these costs and contributes to your business's profitability.

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How do I do a quote?

To create a quote, you can either use the system or the app. Here's how: 1. Choose the color of your quote. 2. Import your logo or corporate image. 3. Ensure your address and ABN are automatically populated. If not, go back to the home page and use the EDIT button next to your Business Name. 4. Choose the type of quote: either an Item Quote or a Service Quote. 5. Follow the prompts to complete the rest of the quote. 6. Note the 'VALID TILL' date to set the validity period of the quote. 7. Attach and customize notes as needed. These notes will be saved for future quotes, but you can change them on any quote. 8. Once completed, you can either submit the quote, which records it, or send it directly via email to your potential customer.

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Vehicle log

The eCashbooks Mobile App includes a Vehicle Log Book feature that enables you to determine your business percentage for vehicle use. This is particularly useful for tracking business-related vehicle expenses. To use this feature, you would access it through the mobile app, where you can log trips, categorize them as business or personal, and calculate the percentage of vehicle use that pertains to your business. This information can be crucial for tax purposes and for claiming vehicle-related expenses.

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What is smart menu ?

The Smart Menu is a feature that helps you calculate your pricing by allowing you to input values for sale price, buy price, mark up percent, and gross margin percent. It requires any two inputs to produce a result, displaying this in the right-hand column. This tool is designed to help you understand and manage your product margins effectively.

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What is BAS statement ?

A BAS (Business Activity Statement) is a form that businesses submit to the Australian Taxation Office (ATO) to report their tax obligations. This includes Goods and Services Tax (GST), Pay As You Go (PAYG) installments, PAYG withholding tax, and other taxes. The process for creating a compliant BAS statement involves recording all transactions for the quarter, selecting the GST report, adjusting for private usage of expenses, and confirming details before completion. The final step is to replicate the BAS statement in the MyGov account for submission.

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client list

The information provided does not directly address how to view or manage a client list. It seems the system focuses more on transactional records, invoicing, and reporting. For specific details on managing client lists, it would be best to consult the platform's user guide or support for direct instructions, as the available knowledge base does not explicitly cover this aspect.

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how to find a client

To find a client, you can utilize the Search function. Simply click and type in the client's name, any words associated with them, or amounts from their transactions. This will help you quickly locate their details within the system.

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suzanne barnett

Could you please provide more details or context regarding Suzanne Barnett? The information you've provided doesn't directly relate to the details from the knowledge base, which focuses on financial transactions and reporting features of eCashbooks.

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paid invoices from suzanne barnett

I'm sorry, but I can't access specific customer transactions or details about paid invoices from Suzanne Barnett based on the provided information. The knowledge base outlines the process for managing invoices, including how to mark them as paid and track these payments, but it doesn't provide access to individual transaction records. For details on specific invoices, including those from Suzanne Barnett, you would need to access the eCashbooks system directly and use its features to track and manage paid invoices.

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paid transactions from suzanne barnett

To find paid transactions from Suzanne Barnett, you would typically search your eCashBooks transaction records or reports for entries related to Suzanne Barnett, specifically looking for transactions marked as 'PAID' or recorded under 'MONEY IN'. However, without direct access to your eCashBooks account or specific transaction details, I'm unable to provide the information on paid transactions from Suzanne Barnett. I recommend checking the 'PAID' section or using the search function in your eCashBooks account to locate these transactions.

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money in from suzanne barnett

To record a payment received from Suzanne Barnett, you should access the 'Money In' section of your cashbook. Here, you can expand the screen to enter the transaction details. Make sure to provide a clear description of the transaction, especially if it's not for sales or services, to avoid incorrect tax implications. Verify the GST/VAT calculation and adjust if necessary. If this payment is for an invoice, remember to mark the invoice as 'Paid' and transfer the payment details to 'Money In' in your cashbook for accurate record-keeping.

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ABN

The mention of ABN in the context provided refers to its role in the quote creation process on eCashbooks, where your address and ABN should automatically populate when creating a quote. This suggests that the ABN is a necessary detail for this process. However, for specific details or queries about the Australian Business Number (ABN) itself, such as its purpose, how to obtain one, or its requirements, it would be best to consult official Australian government resources or the Australian Business Register.

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How do I enter my payments?

To enter your payments in eCashbooks, you should: 1. Record the name of the business or person you paid to. 2. Include the total amount of the payment in the 'Money Out' section. 3. Assign the payment to a suitable category or 'Other Expenses' if no category fits, and describe the transaction. 4. You can also enter payments using the screen entry method by selecting 'Expenses' and filling in the transaction details. This process helps in accurately capturing and categorizing your payments for better financial tracking.

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how do I cancel my subscription?

You can cancel your Subscription at any time. Simply go to MY ACCOUNT, locate the Subscription Tab in the left hand menu and follow the prompts.

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How do I add a column

To add a column, specifically for tracking 'MONEY IN', you should click the '+' symbol to add more columns. This is applicable when you need to expand the column capacity for incoming money transactions. If your query is about a different type of column or a different context, could you please provide more details?

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What are the Smart Menus?

The Smart Menus in eCashBooks are a feature designed to help users calculate their pricing more effectively. It allows for the input of variables such as Sale Price, Buy Price, Mark up Percent, and Gross Margin Percent. By inputting any two of these variables, the system will provide the resulting calculations, helping users to understand and achieve the right margins on their products. This tool is critical for managing pricing strategies and ensuring profitability.

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linking bank account

There is no specific information available about linking a bank account in eCashbooks from the provided sources. eCashbooks doesn't link bank accounts. It's a simple cashbook system that lists your Income and Expenses. The linking of bank accounts to download statements, or similar, does not exist in eCashbooks.

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how do i record a credit

To record a credit in eCashbooks, you can follow these steps: 1. If the credit is related to receiving money from a customer, click the 'Money In' area. This will expand the screen, allowing you to record the credit transaction. Ensure you describe the transaction appropriately, especially if it is not a sale or income, to avoid it being taxed incorrectly. 2. If the credit is an adjustment to an expense, go to the area where you record expenses and enter the details of the credit. Make sure to record the name of the business or person associated with the credit. 3. Always verify the GST/VAT calculations and adjust them if necessary. Using the eCashbooks Mobile App, you can also record these transactions on the go, which will sync with your web-based system.

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moving columns

To move your columns in eCashBooks, follow these steps: 1. Access the HELP menu and select MOVE COLUMNS. 2. Click the column you want to move. 3. Drag the column to the location that suits your needs. This will allow you to reorder the columns as per your preference.

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How do I get to 2024 financial year

To access the 2024 financial year, you need to change the year selection in the system. Follow these steps: 1. Go to the year selection option in the system. 2. Select the year 2024 from the available list. 3. Ensure that the system reflects the year 2024 before entering or reviewing transactions. Remember, the system is date-sensitive and will only recognize dates within the selected year, so always be mindful of the year you are working on.

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how do i edit an expense transaction

To edit an expense transaction, follow these steps: 1. **Locate the Transaction:** Find the transaction you want to edit in your records. 2. **Edit the Details:** Change the necessary details such as the supplier name, total amount, tax, or category allocation. If the transaction is under 'Other Expenses,' ensure you update the description to accurately reflect the transaction. 3. **Save Changes:** After making the necessary edits, save the changes to update the transaction. For more detailed instructions, refer to the specific guidelines provided by your accounting software.

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how do I move an expense to a different column

To move an expense to a different column in eCashBooks, follow these steps: 1. Access the HELP menu. 2. Select the MOVE COLUMNS option. 3. Click on the column you want to move. 4. Drag the column to the desired location. This will change the order in which the columns appear, allowing you to organize your expenses as needed.

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how do I save entries

To save entries in eCashBooks, follow these steps based on the type of entry you are making: 1. **Recording Transactions (Expenses or Money In):** - Enter the transaction details in the appropriate fields. - For expenses, make sure to record the name of the business or person you paid money to. - For money received, ensure the correct description and GST/VAT calculations are entered. - Once all details are filled in, the system will automatically save the entry. 2. **Creating Quotes:** - Fill out the quote details, including the type of quote (Item or Service), and any notes you want to attach. - Once completed, you can either click the **SUBMIT** button to save the quote or **SEND EMAIL** to send it directly to the customer. 3. **Managing Invoices:** - When you convert a quote to an invoice, it will automatically be saved as a **NOT PAID** invoice. - If you receive payment, you can click the **NOT PAID** button and select the option to mark it as **PAID** or record it as a **MONEY IN** transaction. The system is designed to save entries automatically as you complete the required actions.

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How c an you alot different amounts into colums from the one payment

To allocate different amounts into columns from one payment, you need to use the CATEGORY ALLOCATION section. Here’s what you should do: 1. Identify the total amount of the payment and the tax amount calculated. 2. Find the appropriate Category Headers that represent the payment types for different portions of the total amount. 3. Enter the net values (Total amount - Tax) under the corresponding Category Headers. 4. If no suitable Category Header exists, use the 'OTHER EXPENSES' column and provide a detailed description of the transaction. This way, you can distribute different parts of the payment into various columns based on the expense type.

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New input expenses?

To input new expenses, follow these steps: 1. Navigate to the Expenses Tab: Go to the top TABs and select the Expenses section. 2. Enter Transaction Details: Fill in the required boxes with your transaction details. 3. Expenses Paid To: Write the name of the supplier or the entity you made the payment to. 4. Money Out: Enter the total amount of the payment you made. 5. Tax Calculation: The tax will automatically calculate according to your preset tax rate. If the calculated tax amount is different, you can edit it manually. 6. Category Allocation: Find a category header that represents the payment type and enter the net value (Total amount - Tax) under the corresponding column. If no category header exists for the payment type, add it to 'Other Expenses' and provide a detailed description of the transaction. 7. Descriptions: Write a description if the category doesn't adequately describe the expense. For example, if you paid for insurance, specify the type of insurance in the description. By following these steps, you can accurately input new expenses into the system.

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How do I add a column?

To add a new 'MONEY IN' column, click the '+' symbol to add more columns. For 'MONEY OUT' columns, you cannot add new columns but can edit the existing ones by moving your mouse over the existing column header, clicking it, typing in the new category label, and accepting it.

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Add an expense column?

To add an expense column, move your mouse over the existing column header and click on it. Then, type in the new category label and accept the change. If the expense type is not listed, you can edit the column header to the required expense type. Remember, the system is limited to 14 expense types, plus one 'Other Expenses' column for any payments that don't fit into the predefined categories. This Column limitation is deliberate. Endless columns provide token input to business decision making and tracking.

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how to view an expense

To view an expense, go to the Expenses Report under the Report Menu Icon on the left-hand side. This report lists all your expenses by category. You can select the report type (default is the CASH REPORT) and the time period to view specific expenses. Additionally, you can use the Column Totals on the Home Page to see trends in your expense patterns.

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Chart of accounts

eCashbooks doesn't have a "Chart of Accounts" system. The column headers substitute at a simple level the Chart of Accounts you'll see in most accounting systems. The need for a Chart of Accounts for small and micro businesses is limited, accordingly eCashbooks has taken a simple approach to reduce transaction confusion. Column headers are effectively your Chart of Accounts.

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How do I change the Tax rate to zero

To change the Tax rate to zero, select the box where the GST/VAT appears for the transaction and enter the correct value, which should be zero. This is particularly useful for transactions that do not attract GST/VAT, such as interest and bank charges.

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can i add another property

The current information available does not specify the ability to add another property. However, you can add or change your business details, including your logo, by clicking the UPLOAD button and following the prompts. For more specific guidance, you may want to refer to the system's support or help documentation.

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how do I find sent emails?

To find sent emails in eCashBooks, you need to look for the 'EMAIL LOG' option. This log shows the emails you've sent to your customers. This feature is accessible under the ACTION COLUMN, where you can manage various invoicing actions.

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add more columns

To add more columns in your system, follow these steps: 1. **MONEY OUT Columns**: You can choose up to 13 expense types from a predefined list. If you need to change an expense type, move your mouse over the existing column header, click, and type in the new category label. 2. **MONEY IN Columns**: These columns are limited to four. To add more, click the '+' symbol to include additional columns. Remember, the system is designed to limit the number of columns to ensure better management and analysis of your financial data.

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change name of sales

To change the name of a sales item or category in eCashbooks, access the section where sales items are managed. Look for an edit option that allows you to change the name. If this functionality mirrors the business details editing process, you should be able to click on the text box of the sales item name and alter it directly. If you encounter difficulties, consider consulting the help section of eCashbooks or reaching out to their support for specific guidance.

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change date

To change the date of a transaction in eCashbooks, make sure you are working within the correct year by selecting it in the system. You can enter the date in formats like Day-Mth or Mth-Day, depending on your region. If it's the current month, you can just enter the day. Ensure the date reflects the actual transaction date to maintain accurate records, especially if updating past transactions.

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set date to 07 23

To set the date to July 23rd, you can enter '07 23' if your system is set to interpret dates in a month-day format. If your region uses the day-month format, it would be interpreted as 7th of the 23rd month, which is not valid. Make sure your system's regional settings are correct for accurate date entry.

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back dating

In eCashBooks, you can record transaction dates in various formats, allowing you to backdate transactions if necessary. However, it's important to note that the system is date-sensitive, especially during year-end changes. This means that you must ensure the date you enter is within the correct financial year to avoid any discrepancies or issues with your records. Always double-check the year to prevent errors in your financial reporting.

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bring forward bank balance

To bring forward a bank balance in eCashbooks, ensure that all transactions from the previous period are recorded and reconciled. Then, enter the closing balance of the previous period as the opening balance for the current period. This ensures continuity in your financial records.

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entering a refund

To enter a refund in eCashBooks, follow these steps: 1. Navigate to the 'Expenses' tab since a refund is considered money going out. 2. Enter the transaction details in the provided fields. 3. Make sure to provide a clear description of the refund transaction for future reference or for your accountant. This process ensures that the refund is accurately recorded and categorized in your financial records.

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enter income other than sales

To enter income that is not from sales, follow these steps: 1. **Select 'Income' (Money In):** Choose this option from the top tabs on your eCashbooks platform. 2. **Enter Transaction Details:** Fill in the transaction details in the provided boxes. 3. **Use a Different Column Header:** Make sure to record the transaction under a column header other than 'Sales' to prevent it from being treated as taxable income. 4. **Description:** Use the description box to clearly describe the transaction, especially if it doesn't fit into a standard category. 5. **GST/VAT Calculation:** Ensure the GST/VAT calculated is correct. If the receipt is not sales or income, the GST/VAT should be zero. Adjust any automatic calculations if necessary. By following these steps, you can accurately record income that is not from sales, ensuring correct financial reporting and tax compliance.

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entering BAS refund

To enter a BAS refund in your accounting system, ensure that all transactions, especially those related to GST, are recorded accurately. You may need to consult the 'Reports' section in your accounting software to verify entries related to GST and ensure that any refunds are accurately reflected in your financial reports. It's advisable to consult with your accountant to ensure the refund is recorded correctly, especially if you're unsure about the exact steps in your specific software.

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entering bank interest

To enter bank interest transactions, follow these steps: 1. **Select Income (Money In):** Start by selecting the 'Income' or 'Money In' option from the top tabs. 2. **Enter Transaction Details:** Enter the details of the bank interest transaction in the appropriate fields. 3. **Check GST/VAT:** Ensure that the GST/VAT is set to zero, as bank interest typically does not attract GST/VAT. 4. **Provide Description:** If necessary, provide a description of the transaction for future reference, although it's not required if the category already describes the transaction. By following these steps, you can accurately record bank interest transactions without incorrectly applying GST/VAT.

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Mark Cheney invoice

To mark Mark Cheney's invoice, you should: 1. Go to the invoicing section of your eCashbooks account. 2. Locate the invoice for Mark Cheney. 3. If the invoice is unpaid, click the 'NOT PAID' button and choose the appropriate option to mark it as 'PAID' or record it as a 'MONEY IN' transaction. 4. If the invoice is overdue, you can send an overdue notice by clicking the email icon in the ACTION column. Make sure to adjust the date accordingly if you are marking it as paid or recording a transaction to ensure accuracy in your records.

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add income not a sale

To add income that is not a sale, you should record the transaction under a column header other than "Sales" to avoid it being treated as taxable income. Use the description box to clearly identify the nature of the transaction. Ensure that any automatic GST/VAT calculations are set to zero, as non-sales income should not include GST/VAT. This helps in maintaining accurate financial records and tax reporting.

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