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SpecTech Accounting Manual

View Clients
To view the client list, click "Clients" from the main menu and select "View Clients".

By default, the client list will be filtered to active clients only. The filter can be set to either Active, Inactive or All by choosing the filter from the submenu bar.
To navigate between pages, use the pager buttons located on the submenu bar.

The "Options" button at the end of each row displays a menu with a number of items when clicked:
- View - View the client
- Edit - Edit the client
- Create Quote - Create a quote for the client
- Create Invoice - Create an invoice for the client
- Delete - Delete the client

Add new Clients
To add a new client, either choose "Clients" from the main menu and select "Add Client", or from the client list, click the "New" button near the top right of the page.

When adding a new client, the only field required is the Client Name field, although if you plan to email invoices and quotes to your clients, the Email Address field should be filled in as well. Any custom fields created for client records will display at the bottom of the client form.

Client Logins
Clients can be granted permission to log into SpecTech Accounting to view their quotes and invoices, approve or reject quotes and pay their invoices. See the Guest Account section of the User Accounts page for instructions on creating logins for your clients.

The Quote Lifecycle
Quote statuses follow the lifecycle of a quote from draft to approved and allow you to keep track of where each of your quotes are in their lifecycle. Each of the statuses listed below are automatically set for you when specific activity occurs with a quote but you may also choose to manually change the status at any time during the quote lifecycle.

- Draft
When a quote is first created, it is placed in Draft status by default. Sending a quote by email will automatically change the status from Draft to Sent. Clients cannot view any quotes when they are in Draft status.
- Sent
When SpecTech Accounting sends a quote to a client by email the status will be changed to Sent.
- Viewed
When a client views the quote by either using the "Guest URL" to view quote or by using their "Guest Login" account (if they have one), the quote will be placed in Viewed status. This allows you to keep track of which quotes a client has looked at.
- Approved
When a client uses the "Guest URL" to view a quote or logs in using a guest account and views a quote, they are able to either approve or reject the quote. When a client approves a quote, the status is changed to Approved.
- Rejected
When a client uses the guest URL to view a quote or logs in using a guest account and views a quote, they are able to either approve or reject the quote. When a client rejects a quote, the status is changed to Rejected.
- Canceled
This status can be used for quotes that are not going to make it to the invoicing stage but need to be kept for reference purposes. Clients are not able to see quotes in this status.

Viewing Quotes
To view the quote list, click "Quotes" from the main menu and select "View Quotes".

By default, the quote list will be filtered to all quotes. The filter can be set to All, Draft, Sent, Viewed, Approved, Rejected or Canceled by choosing the filter from the submenu bar.
To navigate between pages, use the pager buttons located on the submenu bar.

The "Options" button at the end of each row displays a menu with a number of items when clicked:
- Edit - View the quote
- Download PDF - Download a copy of the quote as PDF
- Send Email - Send the quote to the client via email
- Delete - Delete the quote

Creating a Quote
To create a new quote, either choose "Quotes" from the main menu and select "Create Quote", or from the quote list, click the "New" button near the top right of the page.

When creating a quote, start typing the name of the client to create the quote for. If it's an existing client, choose their name from the list that appears. If it's a new client, type their full name or business name. Choose the date and invoice group and submit the form.

The "Options" button near the top of the edit quotes page displays a menu with a number of items when clicked:
- Add Quote Tax - Apply a tax to the entire quote
- Download PDF - Download a copy of the quote as PDF
- Send Email - Send the quote to the client via email
- Quote to Invoice - Convert the quote to an invoice
- Copy Quote - Create a copy of the quote
- Delete - Delete the quote

Add Products
To add saved products, press the "Add Product" button. Choose the product you want to add and mark the checkbox on the left, then press "Submit" to insert the products into the quote.
You can edit the quantity, prices or taxes for each product. When finished, press the "Save" button.

Changing Item Order
The order in which an item appears on a quote or invoice can be changed by dragging the row to a new position with the three horisontal lines icon.

Discounts
With the release of SpecTech Accounting 1.5.3 we introduced discounts for each quotes and invoices. There are two separate types of discounts which can by applied:
- Item Discounts
- Quote Discounts

- Item Discounts
Item discounts can be added for each item itself as an amount that will be subtract from the item subtotal. Item discounts can only be added as an amount, not as an percentage.

- Quote Discounts
Quote discounts can be added for the whole quote directly above the quote total. You can either choose to add a discount as an amount (e.g. R200.00) or as a percentage of the subtotal (e.g. 5%).

Add Tax to Quote
To apply a tax against the entire quote, choose "Add Quote Tax" from the "Options" button. Choose the appropriate tax rate and placement from the window that appears and press the "Submit" button. That tax will be calculated against the quote total.

Caution! Do not mix item and quote taxes. Both tax methods were implemented for countries with different law structures and do not work together very well. If you use both tax method at the same time we can't promise that all calculations are executed correctly.
Also, do not use item taxes to apply any service charges or similar extra charges. If you need to apply charges, add a new item or calculate the charges manually.


Copying the Quote
To copy a quote, choose "Copy Quote" from the "Options" button on the edit quote page. Change the client name, if appropriate, and then select the quote date and quote group and submit the form. All items, taxes and amounts from the source quote will be copied to a new quote.


Generate Invoice from Quote
When a client accepts a quote, you can convert that quote to an invoice by using the "Quote to Invoice" menu item from the "Options" button. Choose the invoice date and invoice group and press the "Submit" button. The items from the quote will be copied over to your new invoice.

The Invoice Lifecycle
Invoice statuses follow the lifecycle of an invoice from draft to paid and allow you to keep track of where each of your invoices are in their lifecycle. Each of the statuses listed below are automatically set for you when specific activity occurs with an invoice, but you may also choose to manually change the status at any time during the invoice lifecycle.

- Draft
When an invoice is first created, it is placed in Draft status by default. Sending an invoice by email will automatically change the status from Draft to Sent. Clients cannot view any invoices when they are in Draft status.
- Sent
When SpecTech Accounting sends an invoice to a client by email, it will place the invoice in Sent status. This occurs when using the "Send Email" function and it also occurs when a recurring invoice is automatically emailed. Clients can view any of their invoices when they are in Sent status.
- Viewed
When a client views the invoice by either using the "Guest URL" to view the invoice or by using their "Guest Login" account (if they have one), the invoice will be placed in Viewed status. This allows you to keep track of which invoices a client has looked at.
- Paid
Once an online or offline payment has been made in full against an invoice, the invoice will be placed in Paid status.
- Overdue
Any invoice with a due date prior to the current date will be visible as being overdue. Overdue invoices appear in invoice lists with a red due date so they are easily seen.

Besides this lifecycle an invoice can have two other statuses:
- Read Only
An invoice will be set to read-only if the status was changed to paid. The invoice can't be edited anymore but you can create a credit invoice if something went wrong or needs to be changed.
- Credit Invoice
A credit invoice can be created from an existing invoice and will make a duplicate of the invoice but with a negative amount. This means by default that the balance of both invoices is zero.

Viewing Invoices
To view the invoice list, click "Invoices" from the main menu and select "View Invoices".

By default, the invoice list will show all invoices. The filter can be set to All, Draft, Sent, Viewed, Paid or Overdue by choosing the filter from the submenu bar.
To navigate between pages, use the pager buttons located on the submenu bar.

The Options button at the end of each row displays a menu with a number of items when clicked:
- Edit - View the quote
- Download PDF - Download a copy of the quote as PDF
- Send Email - Send the quote to the client via email
- Enter Payment - Enter a payment for this invoice
- Delete - Delete the invoice*
* This is only available for invoices with the draft status or if Invoice Deletion was enabled.

Creating an Invoice
To create a new invoice, either choose "Invoices" from the main menu and select "Create Invoice", or from the invoice list, click the "New" button near the top right of the page.

When creating a invoice, start typing the name of the client to create the invoice for. If it's an existing client, choose their name from the list that appears. If it's a new client, type their full name or business name. Choose the date and invoice group and press the "Submit" button.

The Options button near the top of the edit invoice page displays a menu with a number of items when clicked:
- Add Invoice Tax - Apply a tax to the entire invoice
- Enter Payment - Enter a payment for the invoice
- Download PDF - Download a copy of the invoice as PDF
- Send Email - Send the invoice to the client via email
- Copy Invoice - Create a copy of the invoice
- Create Recurring - Set the invoice to recurring
- Delete - Delete the invoice*
* Invoice deletion is not available for all invoices. Please read the information for invoice deletion.

Add Products
To add saved products, press the "Add Product" button. Choose the product you want to add and mark the checkbox on the left, then press "Submit" to insert the products into the invoice.
You can edit the quantity, prices or taxes for each product. When finished, press the "Save" button.

Changing Item Order
The order in which an item appears on a quote or invoice can be changed by dragging the row to a new position with the three horizontal lines icon.

Discounts
With the release of SpecTech Accounting 1.5.3 we introduced discounts for each quotes and invoices. There are two separate types of discounts which can by applied:
- Item Discounts
- Invoice Discounts

- Item Discounts
Item discounts can be added for each item itself as an amount that will be subtract from the item subtotal. Item discounts can only be added as an amount, not as an percentage.

- Invoice Discounts
Invoice discounts can be added for the whole invoice directly above the invoice total. You can either choose to add a discount as an amount (e.g. R200.00) or as a percentage of the subtotal (e.g. 5%).

Adding Taxes
To apply a tax against the entire invoice, choose "Add Invoice Tax" from the "Options" button. Choose the appropriate tax rate and placement from the window that appears and press the "Submit" button. That tax will be calculated against the invoice total.

Caution! Do not mix item and invoice taxes. Both tax methods were implemented for countries with different law structures and do not work together very well. If you use both tax method at the same time we can't promise that all calculations are executed correctly.
Also, do not use item taxes to apply any service charges or similar extra charges. If you need to apply charges, add a new item or calculate the charges manually.

Copying an Invoice
To copy an invoice, choose "Copy Invoice" from the "Options" menu. Change the client name, if appropriate, and then select the invoice date and invoice group and press the "Submit" button. All items, taxes and amounts from the source invoice will be copied to a new invoice.

Invoice Deletion
By default SpecTech Accounting prevents the deletion of invoices because it's legally forbidden to delete invoices that were sent to customers. We decided that it should be not possible to delete invoices that are beyond the Draft status.

But you can still enable invoice deletion even if it's not recommended.
Open the file: /application/config/config.php and replace
$config['enable_invoice_deletion'] = FALSE;
with
$config['enable_invoice_deletion'] = TRUE;

To see the delete option in the pulldown, you also need to replace $config['disable_read_only'] = FALSE;
with
$config['disable_read_only'] = TRUE;

Read only needs to be disabled, otherwise the options menu is not complete.

Read-only
SpecTech Accounting will set invoices to read-only based on its status and the invoice can't be changed anymore. You can change the status that will be used for the read-only mode in the settings.

If you don't want invoices to be set to read-only you can disable this feature.
Open the file:  /application/config/config.php and replace
$config['disable_read_only'] = FALSE;
with
$config['disable_read_only'] = TRUE;

Oftentimes instead of sending an invoice as a one time charge, you need to send an email to a client on a schedule. For example, you may be offering web hosting to your clients, and most likely they are paying for your services once a month, once a year, etc. It would be a bummer to have to remember to create these invoices every month, wouldn't it? SpecTech Accounting can keep this sorted for you.

Requirements
For recurring invoices to generate properly, you must create a CRON job or a scheduled task that opens the following URL once per day:

http://your-domain.co.za/invoices/cron/recur/your-cron-key-here
Replace your-cron-key-here with the generated cron key in "System Settings".

Create a recurring Invoice
To create an invoice which will automatically recur at a specific frequency, the first step is to create the first invoice and get it sent to your client as you normal would. Once the first invoice has been created, it can be set up as a recurring invoice by selecting "Create Recurring" from the "Options" menu.

The invoice can be set to recur every week, month, year, quarter or six months. Since the first invoice has already been created, the start date should be set to the next date this particular invoice should recur on. Generally the start date should be a date in the future. If the invoice should stop recurring on a particular date, then enter an end date as well. If the invoice should recur perpetually, then leave the end date empty.

Viewing Recurring Invoices
The list of recurring invoices displays each recurring invoice set up in your system. Recurring invoices may be stopped or deleted from the "Options" button in the list of recurring invoices.

View Payments
To view the payment list, click "Payments" from the main menu and select "View Payments".

To navigate between pages, use the pager buttons located on the submenu bar.

Entering a Payment
To enter a payment, either choose "Payments" from the main menu and select "Enter Payment", or from the payment list, click the "New" button near the top right of the page.

When entering a payment, first select the invoice to enter the payment for. This will default the invoice amount into the Amount field. Adjust the date and amount, if necessary, and optionally select the payment method and enter any pertinent notes and press the "Save" button near the top right of the page.

Online Payments
SpecTech Accounting can be configured to allow clients to make payments online. The only payment gateway currently tested with SpecTech Accounting is PayPal.

Configure PayPal for Online Payments
To configure SpecTech Accounting integration with PayPal, you must first have valid PayPal API credentials. If you don't, follow these instructions first to obtain the credentials.

Once you have your API credentials, perform the following in SpecTech Accounting:
Click the "Settings" icon and choose the "System Settings" entry.
Click the "Merchant Account" tab.
Set "Enable Online Payments" to Yes.
Choose the appropriate "Merchant Driver".
Set the "Test Mode" to No.
Enter the username, password and signature obtained from PayPal.
Select the appropriate currency code.
Press the "Save" button.

Once configured, send your client the "Guest URL" (found at the bottom of the Invoice Edit screen) and they will be able to pay their invoice from the link. Optionally, you can also create a "Guest User" account in which the client can log into and view and pay their invoices.

Projects & Tasks was introduced in September 2017. We have not written a manual on this as yet, but it should be very simple and straight forward to use.

Check back regularly as we will be updating this section soon with a complete manual of Projects & Tasks!

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