1. To create a new Supplier, go to Supplier Center from listing page and click Add Supplier.   2. You should fill out all asked information while creating new Supplier; 3. You may enter Account, Address, Financial and Additional informations respectively;   4.  In Action Bar you may see Supplier summary, Edit Supplier/Bill with remove Supplier and you may Add Purchase Order with Add Product Invoice and Block; 5. By editing Supplier information you may edit Supplier informations, Contact changes, Opportunities, Activities with its Cases and Tasks 6. The Supplier View can help to see Supplier information and you may send Purchase Order and Purchase Invoice respectively  

To create Purchase Invoice, go to Purchase Invoice listing page and click Add or use hot keys"ALT+p" (for Google Chrome) and "Shift+Alt+p" (for Mozilla Firefox). If you are already in Accounting and Finance section you can go to + Add New on top left-corner and dropdown menu will appear, here you can click on the Purchase Invoice. The form will appear with the following fields: Supplier- Choose a company or an organization or a person you are sending an order from the list of Suppliers. You can also lookup the suppliers from the search box. If there are no suppliers registered in your company you can add new Supplier from Add new link just in the Supplier dropdown. Project - Select the project which you want to relate this Purchase Invoice to. Date - Indicate the date Purchase Invoice is created (Transaction will be registered on this date in your General Ledger). Due Date - Indicate the Due Date which you need to pay for bill. Invoice # - Enter the number of the Purchase Invoice. You can put here the number of the invoice that your supplier send you. PO Number – if you have converted the Purchase Invoice from Purchase Order the number of the purchase order will be set here or you can add manually while creating new Purchase Invoice. Amounts – Select the type of applying taxes (Tax Exclusive or Tax Inclusive). Item – Title of the product or serevice, required field. You can select from existing products/services or type here not-listed items. Description – Description of the product which can be editable. Qty – Enter the quantity of the product or services. U/M – You can specify the unit of measurement. Price – Cost price of the product or services Discount – Enter the discount percentage. Asset Acc. – Enter an expense or asset type General Ledger (GL) account for bookkeeping purposes. Net Amount – Net amount displays the amount after applying the discount. Tax Rate – Choose the tax rate from the tax rate dropdown menu. Tax rates are applied in percentage. Total Amount – The total amount of each line is displayed here. Payment Instructions/Notes – Write  Payment Instructions or Notes in the box below. This will be printed in PDF version of the Purchase Invoice.

If you have customer who does prepayment to their account but you don’t want to mess your account receivable report Users can enable Post Dated Check from Accounting Settings >> Financial Settings and tick Post Dated Checkbox. Once you activated PDC option, you can do postdated checks using Checks/Supplier credits tabs in Transactions module if you want to pay suppliers’ invoices. Pay from Checks tab. Open Accounting >> Transactions >> Check tab and click on New button: In the following screen, fill out following fields: Bank – choose bank account from which you are going to pay Date – select PDC date Post Dated – tick checkbox if you are going to use PDC option Account – choose account payable (currency) account Amount – indicate amount of the PDC Description – leave a description if you need for further transactions Name – select supplier from dropdown option by typing letters. Once you post check, system will remember transaction date and its amount. When a transaction date comes, system will post it in accounting reports and you can apply it to supplier’s invoices. Alternatively, you can use Supplier Credit option from Transactions module. In supplier credit form, you should fill following fields: Supplier – select supplier whom you are going to add PDC Paid From – choose bank account from which you paid for supplier Note – leave a  note if needed. Date – PDC date Reference – reference for the added PDC Amount – indicate amount of PDC Currency – if supplier’s currency different from base currency specify exchange rate Post Dated – give a tick if a supplier’s credit is PDC Once you PDC transactions, you can apply them to purchase invoices using Apply Credit option Note: Transaction of PDC will not be shown in Apply Credit option, unless PDC date comes. PDC for customers To add PDC for customers, open Accounting section >>Transactions tab >> Prepayment   In the following form you should fill out following fields: Customer – select customer who did PDC Paid –indicate bank account which should receive payment Note – leave a note if needed Date – choose PDC date Reference – write a reference Amount – indicate amount of PDC Currency – if customer paid in another currency indicate exchange rate POST dated  – tick PDC checkbox Once you add PDC check, you can apply it for customer invoices and it work the same like for suppliers.

To create Checks, go to Checks listing page and click Add   The form will appear with the following fields: Bank – select a bank account from dropdown list Balance – balance of the selected bank No - check’s registration number Pay to – write receiver of the funds Date –indicate the date check is created Amount – money amount which is going to be spent Address – address of the receiver Memo – write notes if you need Check to be printed – click if you are going to print the check Account – select an account from your chart of account list. In order to pay for Supplier select Accounts Payable account and then Name field will be active, you can select Supplier here. Amount – enter the payment amount Description – write description if there any need Name – this field will be active once you select Accounts Receivable and Accounts Payable accounts only, and will be used to link the amount to Supplier and Customers.

If you have partners or clients whom you bill invoices on certain amount of goods and services on a recurring basis, it may be time consuming and irritating as you have to fill the same Sales invoice for the specific client repeatedly. However, you can automatize this process with kpi.com to save your time and energy. In kpi.com you can create recurring invoices which will be automatically send on particular date and time. Advantages of recurring invoices inkpi.com are that users can set recurring invoices to send daily, weekly or monthly. Accordingly, you can specify the date when the recurring invoices will end sending or set the recurrences time after that sending will end. To create recurring invoice, go to Accounting & Finance >> Recurring Invoice listing page and click Add recurring invoice. If you are already in Accounting and Finance section you can go to + Add New on top left-corner and dropdown menu will appear, here you can click on the Recurring Invoice. The form will appear with the following fields: After you have indicated a Customer, Project, Date and type of the Invoice; you should set the recurrence type of the Invoice and regarding the type of the recurrence “Repeats” field will be automatically changed with the respect to recurrence type. After the repetition date, you will specify the ending date of the invoice and start date & time that are indicated in the next box. Then you will fill the items of the invoice and after that, you can Save & Approve orApprove& Email the invoice. Sent invoices will be saved in the sales invoices listing page.

When you are project managing/contracting, you would need to aggregate timesheet entries on this project and raise invoices to your customer based hours spent, which can be accomplished via Timesheet Invoice. To raise an invoice based on timesheet entries, you need to have a project related to a customer and have approved and non-billed hours. Once you have unbilled hours, go to Accounting & Finance section of kpi.com. Click +Add New, then Timesheet Based Invoice. Select a customer and billable project(s).

To create a Sales Invoice, go to Sales Invoice listings page and click Add. The form will appear with the following fields:

How do I use Sales Orders? There are three steps in the process of using a sales order.

1. Fill out the sales order or convert from sales quote.

a)      At the time a customer places an order, you fill out a sales order with the customer information and a line item for each product and service ordered. b)      Once your Sales Quote approved by Customer, you convert to Sales Order.

2. Fulfill the sales order.

Fulfilling the sales order is simply getting the products or services to your customer. Inventory: If you're providing a product you keep in inventory, you can print a pick list from the sales order so you know exactly what to pull from inventory to fulfill the order. If you need to package the products for shipping, you can also print a packing slip from the sales order. Service: If you're providing a service, schedule the service provider.

3. Convert to the invoice.

The last step in completing the sale is converting the sales order to an invoice. *Important: When you create and fill out a sales order, you haven't recorded the sale—you've only recorded the information you need to fulfill the order. The sale is recorded only after you create an invoice. For example, items you sell are not deducted from inventory until you create an invoice based on the sales order.

To create a Sales Order, go to Sales Order listings page and click Add. The form will appear with the following fields: Customer - Select a company or an organization or a person you are sending a quote from the list of customers. You can also lookup the customers from the search box. If there are no customers registered in your company you can add new customer from add new link just in the customer dropdown. Project - Select the project related to the Customer. Note that only the projects that belong to the customer will appear here. Date - Indicate the date quote is created. Valid Until - Indicate the deadline until which the Sales Quote will be valid for. Order # - Edit or use default quote number selected using Accounting Settings, Sales Quote Numbering Settings. In order to change the numbering format of the quote, please go to settings, accounting settings, invoice settings, invoice numbering and choose appropriate format there. Ship Via – Choose a shipping method from the search box. If there is no shipping method, you can click on the Ship Viadropdown to fill in the form and save it. Add Introduction - Enter introduction text to the body of the quote. Introduction text will appear at the header of the sales quote. Add line Items: Click Item cell in order to add products or services to your sales quote. Item – title of the product, required field. You can select from existing products/services or type here not-listed items. Description – description of the product which can be editable. Qty – enter the quantity of the product. U/M – you can specify the unit of measurement. Price – selling price of the product. Commission % – Commission split option enables you to define the amount of commission earned by Sales Person. You can assign commission rates to products & services while adding products/services  or generating Sales Quotes. Then you can split quote commissions among sales person and sales managers, as well as track and get reports. Discount – enter the discount percentage Sales Acc. – enter the GL account for bookkeeping purposes Net Amount – net amount displays the amount after applying the discount Tax Rate – choose the tax rate from the tax rate dropdown menu. Tax rates are applied in percentage Total Amount – the total of each line is displayed here Terms and Conditions – Write  terms and conditions in the box below. There is a character limit of up to 1000 characters in the box.

You can charge your customers partially either by percentage or by line items enabling ‘progress invoicing’ in Sales Quotes. When adding a new Sales Quote, check the relevant box as highlighted: As soon as the client agrees upon the estimates, quote status adjusts accordingly. You should go to the summary of the Sales Quote and hit “convert to invoice” button. The system gives you two choices: create an invoice by Percentage or by Item. Note that, you will need to stick with one of these options for this particular quote. Let’s say you want to invoice by line item in a following way: Once the ‘to be invoiced’ quantities are shown, click ‘OK’ to proceed. The system creates an invoice for the chosen items and you will need to fill out the missing details before you approve. To track how many and what invoices created against a progress invoicing enabled Sales Quote, go to the summary page of the Sales Quote, and from the right-hand bar, locate the list of invoices issued. And from subtotals table, check Remaining Balance. Next time when you create a progress invoice against this very Sales Quote, the window will show the available quantities for each product.

To create a Sales Quote, go to Sales Quote listings page and click Add. The form will appear with the following fields: Customer - Select a company or an organization or a person you are sending a quote from the list of customers. You can also lookup the customers from the search box. If there are no customers registered in your company you can add new customer from add new link just in the customer dropdown. Project - Select the project related to the Customer. Note that only the projects that belong to the Customer will appear here.

Date - Indicate the date quote is created.

Valid Until - Indicate the deadline until which the Sales Quote will be valid for.

Quote # - Edit or use default quote number selected using Accounting Settings, Sales Quote Numbering Settings. In order to change the numbering format of the quote, please go to Settings, Invoice settings, Saels Quote numbering and choose appropriate format there.

Progress invoicing - (also called progress billing, percentage of completion billing, or partial billing)Progress Invoicing enables you to create an invoice from a sales quote by billing your customer for a percentage of the original quote. In order to generate Progress Invoicing tick Progress Invoicing check box. Manager – you can select manager to submit Sales Quote for Manager approval. Ship Via – Choose a shipping method from the search box. If there is no shipping method, you can click on the Ship Via dropdown to fill in the form and save it. Add Introduction - Enter introduction text to the body of the quote. Introduction text will appear at the header of the sales quote. Add line Items: Click Item cell in order to add products or services to your sales quote. Item – title of the product, required field. You can select from existing products/services or type here not-listed items. Description – description of the product which can be editable. Qty – enter the quantity of the product. U/M – you can specify the unit of measurement of the line items. Price – selling price of the product. Commission % – Commission split option enables you to define the amount of commission earned by Sales Person. You can assign commission rates to products & services while adding products/services  or generating Sales Quotes. Then you can split quote commissions among sales person and sales managers, as well as track and get reports. Discount – enter the discount percentage. Sales Acc. – enter the GL account for bookkeeping purposes. Net Amount – net amount displays the amount after applying the discount. Tax Rate – choose the tax rate from the tax rate dropdown menu. Tax rates are applied in percentage. Total Amount – the total of each line is displayed here. Terms and Conditions – Write  terms and conditions in the box below. There is a character limit of up to 1000 characters in the box.

Sales Quote/Sales Order/Sales Invoice In kpi.com you can create a sales quote, order and invoices in multi-currencies. To create a sales quote go to Sales Quote listings page and click Add. After you fill in relevant fields, you can either send the quote to your customer or register without emailing. Apart from it, like from anywhere else in the system, you can upload attachments and carry internal notes in all add-forms. If you are looking for progress invoicing or, so called, partial billing, go to Sales Quote and enable Progress Invoicing checkbox. By approving the quote you are now ready to slice the estimate amount into as many invoices as you want. Yet no worries, you will never loose track of how much issued and how much left, as you can find the answers going back to the quote. Issuing Sales Invoice is quite similar to creating Sales Quote, yet comes with more bells and whistles. By enabling “Serial Number Tracking” add-on, you can sell not only quantities of items, but assign serial numbers, so you can be on top of what serial number items are sold and which ones are remaining. In addition, you can register a customer Credit Notes to invoices issued. Recurring Invoices is another feature that comes with very flexible scheduling options, through which you can control any time interval for sending invoices. In addition, if you maintain projects and need to charge your customer for hours registered in Timesheet Entries in Project Management module at kpi.com, you can do so by clicking Timesheet Invoice from Sales Invoice listings. By clicking Timesheet Invoice you aggregate employee hours spent on a certain project within an interval you set. Then select the right invoice details to email your client. From Customer Center, you can create customers; add their beginning balances and credit limits, so you can manage not only accounts receivables but also risks associated with it. Invoice payments and customer deposits can as well as be registered from Customer Center under More option.

Customer Center involves all companies added/imported either from CRM or Accounting with the "Customer" type. You can add customers manually using the "Add" button or import the list of customers using the "Import" button.   While adding the customer, fill in all the necessary information related to the customer such as the account information, address information, and financial information:   Bank Accounts - if you use only one bank for this customer transactions, choose the default bank account. Currency - choose the customer currency (if multiple-currency option is enabled). VAT Number - if customer uses VAT, enter the VAT number. Payment Method - choose the method the customer makes the payments such as cash, wire transfer, credit card, debit card etc. Terms - choose the invoice period terms. Once chosen this will be default for all invoices of this customer. Tax - choose the default tax for this customer (not required field). Discount - choose the default discount you usually offer to this customer. Accounts Receivable - by default the customer transactions are posted under the default chart of account called "Accounts Receivable". However, if your books record customer transactions to other current asset account then choose that account from this look up field. Create GL Account - This check box will be used to create an account in chart of accounts listing for the Customer. If it is checked, general ledger account will be created as sub account of Accounts Receivable. Account Name will be same as Customer name. As of Date - choose the date the customer balance is effective from. Opening Balance - enter the amount/balance of the customer as of the date chosen on the above field. Credit Limit - if the customer has the credit limit, enter that amount. Invoicing and transactions will not allow you to post balances more than that account. Price Level - choose the price level if applicable. After that click "Save & Close". The customer will show up on top of the list. Customer Balance You can generate the customer statement by clicking on the customer balance shown in the screen shot below:   Based on the period you choose from the date picker on top of the report, you will see all related customer transactions. You can send the report directly to the customer using the "Send Report" button. The customer will receive the balance in the email as an attachment. You can also export the report to Excel and PDF.    

 

 

 

 

1. To set Serial Numbers in products, go to Purchase Orders from list of menu, and choose Purchase Order that you need. The bottom of the page you may see Approve & Email button, click the dropdown list and choose Mark As Open ( if it is not Marked As Open) 2. Then click Receive button 3. There are Assign Serials button on the rigt side of the page. click it: 4. When you click it, there are Assign Serial Numbers window. enter all serial numbers and data to each fields 5. Finally, save all entries. 6. In addition, While  Sales Invoicing, if you choose the items which you entered with Serial Numbers you may identify them. Click the Assign Serials button on the right side: 7. When open Assign Serial Numbers window, you should select items serial number from dropdown list and press Ok 8. After selecting Serial Numbers you may Save & Approve your Sales Invoice