Setup & Options

Company Info

You can edit your company, Accounts and Tax information by using the menu options : Go To | Company/ Business Info.

1. Details: Specify name, address and contact information about your company here.
2. Accounts: Specify default accounts here. This settings will be used as global defaults whenever you define new customers or vendors. What you specify for each customer and vendor will in turn be used as defaults for each new document you create.
3. Tax Details:
   • Based In : This setting cannot be changed. It is set when you created the Database.Taxable : Whether you are registered with your government body to bill and collect tax.
   • ABN or Tax Registration Number : The tax registration number assigned to you from your government body.
   • Tax Inclusive : Un-checking this option (Tax Exclusive) means that individual items in the Invoice or document body will be quoted without the tax component. In the document footer you can display a Subtotal before tax, show the total tax component and the Total after tax.
   • Checking it (Tax Inclusive) means that individual items in the Invoice will already have the tax amount included in it. The footer will show the total with tax, you can also display the tax amount and the amount less tax.
   • If you are using the Inventory and your selling price for an item is $100 and your tax rate was 10% for example. When it this item is inserted into the Invoice body, it will automatically be marked up to $110/- to include the tax component.
   • Tax Types : You can specify different tax types and tax rates used in your local area. Hence you can define any tax component and tax rate to suit your needs. You can later apply this tax type to individual customer and vendors, you can also apply it later to individual items in the Invoice or document body.
   • Default Sales Tax Type : Select the most common tax type here for all Sales transaction. This will be used by default whenever you define new customer.
   • Default Purc. Tax Type : Select the most common tax type here for all your Purchases transaction. This will be used by default whenever your define a new Vendor.
4. Global Options :
   No. Decimal Places for Unit Price : You can specify the precision you need for the Unit Price of an Item. The default is 2 but you can specify from between 2 to 4 decimal places. The value you specify here will be applied to the following:
   • Unit Price of all documents
   • Cost and Selling Price in the Inventory

Receipt Options

Access the receipt Options dialog from the Receipt Tab of Invoices, Credit or Debit Notes.

Here you can lock receipt transactions for the previous month for example. If you don't want anyone to amend transaction in the previous month or insert transactions in a previous month, you can lock it here. To specify a different lock date, a user must have full permissions to the Receipt Maintenance.

Statement Layout

The Statement Layout allows you to modify the Customer Statement Layouts as required. You can access this form using the menu option : Report | Debtor | Customer Statements | Statement Layouts.

It contains 4 pages:

1. Page : Setting for the entire page. Base Fonts here refers to the main fonts used for the Statement
2. Logo: Allows you to display a logo if required in customer statement. Note that you must check the Show button to display the logo. The Stretch Option allows you to stretch the logo to the dimension specified in Width & Height. Use the Load button to open an image file from disk. Or you can use a graphic software like MS Paint to draw your logo. Copy it to the clipboard. Then back in Ezy Invoice, click the Paste button to paste your logo in.
3. Header: Here you specify all settings for your letterhead
4. Footer: Settings for your footer. You can specify different messages depending on the ageing status of the debt.

Tip : Your can design your entire letterhead using a graphic software and display it in Ezy Invoice by specifying its Height and Width appropriately.

Print Envelope

Ezy Invoice allows you to print envelopes to your recipients.

A few common envelope sizes have bee pre-defined for you. If the size you want is not listed, you can click the customize button to add it in or change the layout of existing envelope sizes.

Customize Envelopes

This dialog allows you to add new envelope types of customize existing envelope layouts.

Paypal Link Options

• Paypal Email Account : Enter your Paypal email account here. This entry is crucial, an incorrect entry here and you will not be credited for the payment. Note that you must have a business account with Paypal to use this feature. At the time of this writting, it is free to open a Paypal Account. You can find out more or open an account from Paypals Website (https://www.paypal.com/au/mrb/pal=8J6Q4FD227TMA).
• Billing Currency : Select the billing currency for Paypal to use. This currency should match the currency used in the invoice. For example if you prepare invoices in Austrailian Dollars then you should also use the Australian Dollars option here or you will not be paid correctly according to the invoice. Ezy Invoice 7 inserts the invoice amount in the Paypal link. So if you invoice AUD100 but then insert a paypal link in USD, Ezy Invoice 7 will insert a paypal link for USD100. Unless you also modify amount to reflect the equivalent USD amount you will not be paid correctly according to the invoice.
• Link Display Text : This is the text you want to show in your email message. Recipients of your emailed invoices will see this text and click on it. Upon clicking, they will be brought to Paypal's secure website to make payments with a credit card.

Additional Options

The following field are only available when inserting Paypal links in emails that are ready to be sent out. They are not required when formating email cover message templates.

• Amount : The amount you want to bill for. By default Instant Invoice 2007 inserts the invoice amount.
• In Payment For : Enter the nature of the payment. By default Instant Invoice inserts the Invoice number.
• IMPORTANT : It is stronly recommended that before you send actual invoices to customers with Paypal links, try sending one to yourself first. Test out the Paypal link to see if you get credit for the payment. This is to ensure that you have entered the correct Paypal Email Account.