eCashBooks Q&A

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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