Table Of Contents

1. Welcome
2. Clients
3. Bills
4. Reports
5. Nominals
6. Configuration

1. Welcome

What makes Evoicing Lite stand out is its simple, striking and easy to navigate appearance. The first screen you will see when you log in is the welcome screen. There are 5 main navigation items: Clients, Bills, Reports, Nominals and Configuration, all of which are detailed in the following chapters.

All these options are also displayed in a top and bottom navigation on all of the pages.

2. Clients

In truth, the main part of Evoicing Lite revolves around the clients. This is where the most important tasks are carried out - including invoicing!

The first page you come to is a list of your clients. For each client there is a facility to edit their account details, raise a new invoice, view and re-send existing invoices, process payments received from them, and send e-statements. You can search for specific clients.

Adding a Client: At the top of the list of clients there is a link labelled "Add a New Client". By clicking on this link, you are taken to a simple form where you can fill in address details of a client. This is where a big strength of Evoicing Lite lies. If the client you enter happens to also be an Evoicing Lite user, your invoices will appear directly in their bills.

Once you have added a new client, they will appear in the list with the others. Now you will be able to perform the follow actions against them:

Raise and View Invoices: Although this is probably the most complicated looking screen, the logic is very straight forward. The top row is labelled "Add items to the invoice". You add a name/description of an item and optionally assign a nominal (if you are categorising your invoices in the reports), add a quantity, a unit price, and select your VAT rate.

After clicking the "Submit" button your item will appear below. You can add as many items as you want. Once you have finished adding your items to invoice, you can preview and create your invoice.

Once this is done, an email will be sent to your client with a link for them to view and print their invoice from a secure web address. You will be taken to a page that lists all of the invoices sent to that client with a summary of the amounts (as shown in figure 2.3 on the left). From this list you can view the invoice yourself, view any payments associated with it and re-send the original email to the client.

Processing and Viewing Payments: You can view a list of payments per invoice either from the Invoice list or from the receipts "History" link on the main client list.

You can process a received payment by clicking on the "Process" link on the main client list. This will take you to a page that lists all outstanding payments for the selected customer. You simply check the box next to all of the invoices you wish to allocate a payment against, click the submit button, and you will be taken to a page where you can allocate receipts to specific invoices.

Figure 3.4 shows the page that you will see to allocated received payments. You will be able to select the method of payment, the payment date, the amount paid and an optional description.

This facility caters for the part-paying of invoices, so you can choose to allocate a small amount to one invoice and come back at a later date to allocate the rest.

Sending Statements: You can send your clients e-statements at any time by clicking on the "Send Statement" link from the main client list. From here you will be able to preview the outstanding payments and send them this by email.

When you create a client they will automatically be set up with an administration area where they can view their account details, invoices and statements whenever they like. They will be ablt to log in at any time from the main Evoicing Website at www.evoicing.com

3. Bills

This feature is used if you have a supplier who is also an evoicing user. When they raise an invoice (as mentioned above) you will receive an email and you will be able to view your bills from your Evoicing Control Panel.

Figure 3.1 to the left displays this page. If you have multiple suppliers who are Evoicing users, your bills will be grouped by supplier. If a supplier has an online merchant account, you will be able to pay your bill online. The online merchants that Evoicing support are Worldpay, Secpay, Secure Trading and Paypal.

4. Reports

You can view various financial reports. There are currently three reports; an E-Voice Log, an Invoice Analysis and a Receipt Analysis.

E-voice Log: The E-voice log produces a list of all payments due over a specified date range.

Invoice Analysis: The Invoice Analysis gives a list of the amounts invoiced over a specified date range. Invoices are grouped into their respective nominals.

Receipt Analysis: This report produces a list of all of the payments you have received over a specified date range.

All the reports are printer friendly.

5. Nominals

The product nominals section is just a very simple page that allows you to add, edit and delete "sales categories". You can choose to assign a nominal to an item when you are creating an invoice. The invoice analysis report will be grouped by these nominals.

6. Configuration

The configuration section allows you to manage the following areas:

Address Details and VAT Number: You can change your address if you have moved. If any of your suppliers are Evoicing users, their records will automatically update when you change your details.

You can also enter your VAT number if applicable. If you are VAT registered, you will be able to choose from various VAT rates (standard, fuel etc). If you are not VAT registered, all of the invoices you raise will be 0% without option.

Adding Sales Categories: As mentioned in point 5, you can enter Sales Categories or Nominals. This can be accessed from the home page or from the configuration page.

Edit Payment Methods: When you are processing a payment you may have a situation where a client has paid you by a method that you have not got an option for. For example, you may have just recently set up the facility to be paid by BACS. If this is not already in your list of received payment methods, you can add it here.

Starting Invoice Number: By default, all invoices will start at 1 (in a 5 digit format - e.g. 00001). A common situation is that you may be moving from an existing invoicing package and you may want to continue from your last invoice number. You simply add the number you wish to start from in the box provided.