Lists

Account Maintenance

To access the Accounts Form, use the menu options : Go To | Accounts.

You can add, edit or delete accounts according to your needs. Note that you need to specify a unique Account ID (meaning that you cannot have 2 accounts sharing the same ID number). A default set of accounts was already created for you. You may however need to define additional bank accounts or you may want to define additional revenue accounts to post your invoices to.

Customers

You can access the Customer form by clicking the menu option : Go To | Customers . Or by clicking the Customer button on the Tool Bar.

Main Page: In this page, you specify all key information about your customer like name, address and contact.

Contact Page: Ezy Invoice allows you to specify multiple contacts persons per customer. When you specify a contact, this contact will be available for you to pick whenever you create Invoices, documents, letters and faxes. After you have specified an email address for the contact, you can click the Email button if you wanted to send the customer a quick email.

Main Contact : This contact will be used whenever you want to send Group Mail to your customers.

Exclude From Mailing List : Checking this field will cause Ezy Invoice to skip this contact when sending group mail. You can check this field if a customer or vendor does not wish to be in your Mailing List.

Accounts Page

Debtor Type : If you are preparing a full set of accounts or need to submit reports to your accountant, you may need to keep track of your Trade and Other Debtors. Generally customers who do business with you in your normal line of Trade would be your Trade Debtors. Customers or debtors whom you bill that are not in your normal line of Business or Trade would be known as Other Debtors.

As an example, if you are in the Trading Business, all customers who buy from you would be your Trade Debtors. If you sub let a portion of office or warehouse to someone, and every month, you want to send them a Debit Note or Invoice for rent, you would define this customer as an Other Debtor.

If you are unsure, you should consult your Accountant.

1. Default Account : This is the default account that you use for this customer. Every new Invoice, Credit or Debit Note you create for this customer will be assigned to this account by default unless you change it on that specific document.
2. Credit Limit : Enter a Credit Limit value here.
3. Credit Terms : Enter the terms in days you wish to extend to this customer. Select Cash if you do not extend any credit terms. If for example, you extend 30 days terms to a customer, and you issue an Invoice dated lst Jan to them. When you call for customer Statements as at 31st Jan, that Invoice will still show as Current. If you call for a Customer Statement as at lst Feb, it will now start to show as 1-30 days Outstanding.
4. Tax : This is the default tax type for the customer. This entry will be used in conjunction with the below entry to determine what Tax type to use when you create Invoices and other documents for the customer.
5. Tax Type Overrides : Checking this option will mean that the Tax Type specified in item 4 above will be used always for this customer regardless of what Inventory product you sell them. Note that Inventory items also can be assigned with tax types. If you do not check this field, the Inventory Tax Type always takes precedence over the customer tax type. You should normally check this field if for example this customer is based overseas and the standard Inventory items tax type does not apply to this customer.

Sales Page

1. Salesman : If you have already defined Salespersons, you can link customers to a specific Sales person. The advantage of this is that you can later call for reports by Salesperson. You can also display salespersons on your Invoices and other documents so that your customers will know who's servicing them.
2. Discount (%) : You can specify a discount as a percentage on your selling price. When you pick Inventory Items in your Invoices and documents, Ezy Invoice will compute the discount and automatically less this amount from the Unit Price.
3. Use Last Price : This is a powerful feature. Checking this option will mean that every time you pick an item from the Inventory, Ezy Invoice scans the inventory movement to see if this customer has purchased the selected item. If yes, it will use the last transacted price otherwise, it will use the Inventory Selling Price less any discount specified in item 2 above.
4. Ship To Page : If the Ship To address of your customer varies from the billing address, you can specify it here. Otherwise leave it blank.
5. Notes Page : Here you can specify remarks if any on the customer. You can also see who created this customer and who last edited it.

Vendors

You can access the Vendor form by clicking the menu option : Go To | Vendors . Or by clicking the Vendor button on the Tool Bar.

Main Page: In this page, you specify all key information about your Vendor.

Contact Page: Ezy Invoice allows you to specify multiple contacts per Vendor. When you specify a contact, this contact will be available for you to pick whenever you creat Purchase Orders, documents, letters and faxes. After you have specified a Vendor, you can click the Email button if you wanted to send the Vendor a quick email.

You can also specify a Main Contact. This main contact will be used when every you want to send Group Mail to your vendors.

Accounts Page

Creditor Type : If you are preparing a full set of accounts or need to submit reports to your accountant, you may need to keep track of your Trade and Other Creditors. Generally Vendor who do business with you in your normal line of Trade would be your Trade Creditors. Vendors or Creditors who bill you that are not in your normal line of Business or Trade would be known as Other Creditors. See Customer for more information.

If you are unsure, you should consult your Accountant.

1. Default Account : This is the default account that you use for this Vendor.
2. Credit Limit : Enter a Credit Limit value here.
3. Credit Terms : Enter the terms in days this Vendor extends to you.
4. Tax : This is the default tax type for the Vendor. This entry will be used in conjunction with the below entry to determine what Tax type to use when you create Invoices and other documents for the Vendor.
5. Tax Type Overrides : Checking this option will mean that the Tax Type specified in item 4 above will be used always for this Vendor regardless of what Inventory product you sell them. Note that Inventory items also can be assigned with tax types. If you do not check this field, the Inventory Tax Type always takes precedence over the Vendor tax type. You should normally check this field if for example this Vendor is based overseas and the standared Inventory Tax Types does not apply to this Vendor.

Purchases Page

1. Use Last Price : This is a powerful feature. Checking this option will mean that every time you pick an item from the Inventory, Ezy Invoice scans the inventory movement to see if this Vendor has purchased the selected item. If yes, it will use the last transacted price otherwise, it will use the Inventory Cost Price as specified in the Inventory.
2. Notes Page : Here you can specify remarks if any on the Vendor. You can also see who created this Vendor and who last edited it.

Jobs/ Projects

You can access the Job / Project form by clicking the menu option : Go To | Jobs

In this form you can define and maintain a Job / Project list. You can have Ezy Invoice maintain the Job numbers for you by clicking on the elipsis button.

Job Number Settings

Access this dialog from the Job Maintenance Form. In this dialog, you can set the Job Numbering Scheme you wish to use.