Excel For Freelancers – Build It Once. Sell It Forever



IntroductionThe Excel Accounting Application [working title] will be a powerful yet simple accounting application that will allow small and medium sized business to run their entire financial operation using a single Excel Workbook.With many large, complex and expensive online accounting applications available today, there is a strong and viable market for a simple, all-in-one application that requires nothing more than Excel as a platform. Users will not need internet access to run this application and all sensitive financial data is stored in the user’s computer.This application is being built for the hundreds of thousands of small and medium business owners and managers who want a single application to organize and keep track of their finances in a simple and straight-forward manner. Anyone with basic computer and excel skills will be able to work with this application.This project will be headed by Randy Austin yet will be looking for valuable input and suggestions from those Mentorship Members who have joined the program at its launch. The application will be built in weekly intervals at 90 Minute training modules, broken down into smaller lessons and released each week. Based on this schedule I estimate the application to be created over a period of 7 to 10 months. Additional time will be required to launch the application which will include website & sales page creation.On completion of the application we will have a full accounting application that can be relied on as the sole application by thousands of companies to take full control of their financial data and reporting. Future phases of this application might include Payroll, a Mobile Sync App, and Bank Transaction Syncing.BodyGlobal Settings – The following are some global settings that apply to multiple screens, forms & TablesRequired Fields in Forms should have a light-yellow background (conditional formatting)Tables should have alternate color rows for easy viewing & editing using conditional formattingDate Fields will contain a pop-up, shape-based calendar and/or a small calendar icon when users enter the cell to allow them to click on the icon, launching the calendarAll Account Drop Down lists should display Account Number (if enabled), Account Name & Account TypeThe application will have uniform button heights to be set at .3”, Font: Calibri & Size 12 PointAdmin – This screen will contain a vertical menu and handle User Rights Management, Account Settings & Defaults, Workbook Sharing & Sync Options. A shaped based header to include “Admin. Information” along with an icon will be displayed at the top. Each section will have automated tab stops for easy navigation.General Info – In this section, users will be able to set application defaults & listsDefault Currency – Drop Down list of currencies Default Time format – Drop down list of Time FormatsDefault Date Format – Drop down list of Date FormatsDefault Phone # Format – An open text field allow users to enter a Phone format such as ###-###-####, or any other combination. Changes here will affect the Phone formats across the entire application.Phone Type List – A list of 10 possible phone types (Cell, Mobile, Home, etc)Company Info – Detailed information about the CompanyCompany Name – Open text field Main Contact First Name – Open text fieldMain Contact Last Name – Text FieldContact Email – Email Formatted FieldPhone Type 1 – Drop Down list of Phone typesPhone 1 – Open text fieldPhone Type 2 – Drop Down list of Phone TypesPhone 2 – Open text fieldLogo & Browse Button – Allow users to upload their logo (set max 1mb size). Logo to be displayed in designated area (Used in Purchase Orders & Invoice templates)Website – Open text field for websiteBilling Address – Open text field for full addressBilling City/Area – Open text field for the company city or areaBilling State/Province – Open text field for the company city or areaBilling Zip/Postal Code– Open text field for the company city or areaBilling Country– Drop Down list of all countriesShipping Address – Open text field for full addressShipping City/Area – Open text field for the company city or areaShipping State/Province – Open text field for the company city or areaShipping Zip/Postal Code– Open text field for the company city or areaShipping Country– Drop Down list of all countriesCopy To Shipping Button – This button will copy the Billing Address Fields over to the Shipping address fieldsCompany License/ID# - Open text field.Custom Field 1- Label Name-Open Text, Value - Open Text FieldCustom Field 2- Label Name-Open Text, Value - Open Text FieldCustom Field 3- Label Name-Open Text, Value - Open Text FieldCustom Field 4- Label Name-Open Text, Value - Open Text FieldUser Management – With this section administrators can set specific multi-user settings. If the first ‘Enable Multi-User’ settings is turned off, all of the following fields and options will be hidden.Enable Multi-User – An On/Off Switch that will enable/disable the multi-user featureRemember Username – An On/Off Switch that gives the user the option to remember their username in the login screenPassword Recovery – An On/Off Switch that his option will give the user the ability to reset their password, when turned onPassword Recovery BCC Email – Email Field – Hidden when Password Recover option is off. This will send a BCC Email anytime a user sends a password recovery email to themselvesMinimum Password Characters – Drop down list of numerical values from 4 to 10, which allows the admin to set the minimum # of Password charactersUser List & Rights - List of Usernames, emails & their respective rights to the application components (Edit Templates, Edit Records, View Records, Delete Records, Void Records)User Roles - Users can assign up to 5 User Roles. Each role can have specific user-rights assigned. When a user is assigned a role, then those rights are automatically carried over to that user. (this allows for assigning of quick user rights)Role Name- Open text field in which users can assign a role nameRole Rights – Single selection input in which roles can have non-viewable, viewable or non-viewable rights to specific screens or features.Users – A list of users, passwords and their roles & individual rights. User ID – Automated, numerical, unique & hidden User ID # associated with each user (User ID is stored in databases so that in case of Username change, user ID remains fixed)Username – Open text field to allow users to add in their usernames (Username change must trigger Change of Sync Folder Name (of add new one)Password – Open Text Field, possibly masked with asterisk & protected for users who have viewable, but not editable rights, to Admin panel. Minimum # of characters based on ‘Minimum Password Character’ settings in User Management settings.Role – A drop-down list of user roles created above. (optional)Email – Email address of the userIndividual Screen & Features – Single selection input in which roles can have non-viewable, viewable or non-viewable rights to specific screens or features such as:View Admin ScreenUpdate Admin Screen OptionsView TransactionsAdd New TransactionsVoid TransactionsDelete TransactionsView InvoicesCustomize Templates (Invoice, PO’s, Checks)Edit InvoicesDelete InvoicesVoid InvoicesView PO’sEdit PO’sVOID PO’sDelete PO’sAdd/Edit CustomersAdd/Edit VendorsAdd/Edit ItemsDefault Accounts & Settings - Set optional default accounts for Transactions, Invoices, Expense, Accounts Receivable & Accounts Payable.Accounting Options & Settings – Miscellaneous accounting-related settings & optionsAccounting Basis – Cash /Accrual– A Drop Down list with two options “Cash” & “Accrual”. The differences of these two are realized in the reporting. The difference between cash and accrual accounting lies in the timing of when sales and purchases are recorded in your accounts. Cash accounting recognizes revenue and expenses only when money changes hands, but accrual accounting recognizes revenue when it’s earned, and expenses when they’re billed (but not paid). The Accrual method is more common and preferred. Use Account #’s – A Yes/No option to use account #’s (show sample) Accounts will #’s will be included in the accounts list if Yes is selectedDefault Sales Tax – Sales Tax Name & Sales Tax % (used on Invoices & Credit Memos)Default Purchase Tax – Purchase Tax Name & Purchase Tax % (Used on Purchase Orders & PO Credits)General Ledger Default Date Range – This is the date range that will be used to display the transactions within the General Leger. Within that screen users can filter transactions by any date; however this setting sets the default Date Range. A common setting maybe ‘This Month’ or ‘This Year’Default Accounts & SettingsAccounts Receivable - A drop-down list of all Asset Accounts Types (This field is required and cannot be left blank) Accounts Payable – A drop-down list of all Liability Accounts (This field is required and cannot be left blank)Inventory Sales Account – A drop-down list of Income accounts used to set the default Income Account for new Inventory itemsInventory Purchase Account– A drop-down list of COGS accounts used to set the default COGS Account for new itemsInventory Asset Account – A drop-down list of Asset accounts used to set the default Asset Account for new Inventory items. Inventory Items are tracked as assets until soldService Item Sales Account: – A drop-down list of Income accounts used to set the default Income Account for new Inventory items.Service Item Purchase Account: – A drop-down list of Income accounts used to set the default Income Account for new Inventory itemsBank/Checking Account – A drop-down list of Asset accounts. The Default Bank or Checking account is used to Pay Bills & Write ChecksCredit Card – A drop-down list of Liability accounts. The Default Credit Card Account is used in Credit Card Charges & Credit Card Credit transactions. This is an optional fieldUndeposited Funds – When payments are received, but not deposited they are held in an asset account, often called ‘Undeposited Funds’. This drop-down list will contain a list of all Asset type accounts. Default “Undeposited Funds”Opening Balance Equity – This will be a drop down list of all Equity accounts allowing the user to set an opening balance Equity Account, used when setting initial values of Stock on Hand for new Inventory ItemsCustomer Payment Method– Sets the default payment Type for customer payments (drop-down list based on Customer Payment MethodsVendor Payment Method – This is the default method in which you will pay bills to your vendors. Options include Bank, Credit Card & Online PaymentPayment Terms – User-Defined list of payment terms to includeTerm Name – Open Text Field to assign a name to each term (required)Term Duration- Numerical field in which users will enter whole numbers from 0 To 365. If left blank the value will be 0. Discount % - Numerical field with two decimals (percent Format.) This is an pptional discount can be given to any term based on the # of daysDiscount Days – Numerical field in which users will enter whole #’s. This # must be less than the Term Duration. If left blank no discount will be applied.Customer Payment Method – A list of admin-defined payment method used for Customer Payments to includeCash – Hardcoded and cannot be changed by the user (Used in Making Deposits)Checks – Hardcoded and cannot be changed by the user (Used in Making Deposits)Mastercard -EditableVisa -EditableAmerican Express -EditableDiscover-EditableOther Credit Card-EditableOther-EditableDebit Card-EditableGift Card-EditableE-Check-Editable(Allow for 10 to 15 more payment types if space permits)Vocabulary & Naming – Give users ability to modify names within the application. Example: “Sales Order” instead of “Invoice” or “Supplier” instead of “Vendor” – Changes made here will modify all instances, including menus, within the application and would apply to Invoicing, Purchasing, Inventory, Kits, Groups & Vendors.Customer Field – Default “Customer” – Open Text Field. These are the people or companies who will be purchasing your product or services. Some examples of names you can change this to would be “Clients”, “Contacts”, Vendor Field – Default “Vendor”- Open Text Field. These are the companies in which you purchase goods & services from. Users can replace this with any other name such as Suppliers, Sellers or Subcontractors. Invoice Field – Default “Invoice” – Open text Field. These are the Invoices in which you will create for the items & services you sell. You can replace this text with names like “Sales Receipt”, “Sales Order”, “Receipt”, or any other name you would like.Credit Memo– Default “Credit Memo” – Open text Field. These are the Credit Memos in which you will create for the items & services you that are retuned by your customers. You can replace this text with names like “Return”,” Refund”, “Invoice Credit”, “Return Receipt”, or any other name you would like.Purchase Order– Default “Purchase Order” – Open text Field. These are the Purchases in which you will create for the items & services you purchase. You can replace this text with names like “Purchases”, “COGS Purchased”, “Purchase Receipt”, or any other name you would like.Purchase Return– Default “Purchase Return” – Open text Field. These are the Purchase Order Returns in which you will create for the items & services purchased by your company that you return. You can replace this text with names like “Return Receipt”, “Return Receipt”, “Inventory Returns”, or any other name you would like.General Ledger – Default “General Ledger” – Open text Field. This is the screen in which transactions are views as a list. Some options can be “General Journal”, “Account Register”, etc. Sales Tax – Default “Sales Tax” – Open text field. This will be the name assigned to the Sales Tax field on Invoices, Purchase Orders, Invoice Returns and PO Returns. You can replace this text with names such as “Tax”, “GST”, “VAT”, etc. Equity Accounts – Default “Owners’ Equity” – Open text field. Within the application Equity can often be referred as “Owners’ Equity”, “Stockholders’ Equity”, or other types of Equity. This field will allow the user to customize the way Equity is displayed throughout the application. Workbook Sharing & Sync – Ability to turn on/off Workbook sharing & sync, set default shared folders, etc.Workbook Sharing On/Off – This button/ setting will allow users to turn on & off workbook sharing. When Off, other fields within this section will be disabled or invisibleDefault Shared Folder – This will be a Per-User setting, that each use will browse using a browse button the specific folder in their shared drive (DropBox, OneDrive, Google Drive, etc) in which much be shared by all users who will be sharing this application)Sync On Workbook Open – Yes/NoSync Before Workbook Close – Yes/NoSync Every X Minutes – This will be a numerical field in which users can enter the # of minute intervals in which they want to sync data in their workbook Additional Sharing & Sync- Features & Options can be added laterEmails & Notifications – Application Email & Notification default settings such as log settings, new email & notification defaultsEmail / Notification Default – Any specific defaults for new Notifications or new Emails would be place here if determined necessary Default BCC – A list of Triggers along with a default BCC in which specific emails based on triggers are automatically sent a Blind Carbon CopyCustomer Settings & Defaults – Set new customer defaults, tax rates & options, (4 custom fields with Names, Types, Formats & Default Values w/ List Item popup), phone types & payment terms.Default Country – Drop Down list of all Countries (For both shipping & billing addresses) – Users can leave this blank or set a default country for all new customersDefault Phone Type 1 – Drop Down list of Phone types. Users can optionally set a default phone type for new customersDefault Phone Type 2 – Drop Down list of Phone types. Users can optionally set a default phone type for new customersPayment Terms – A Drop down list of Payment Terms set up in the Accounting defaults. This will be an optional field in which users can select a specific default Payment Term to appear for all new customersTaxable – Checkbox. Default settings if new Customers are set as taxable or notDefault Tax Rate – This will be the default tax rate for new customers, and is an optional numerical field with 2 decimalsInvoice History Date Range – Drop-down list of all Date Ranges. Sets the default date range for the Invoice History Tab within the Customer screen. Cannot be left blank.Payment History Date Range - Drop-down list of all Date Ranges. Set the default date range for the Payment History Tab within the Customer screen. Cannot be left blankCustom Field 1 – Allow the user to assign various details for Custom Field 1 including:Label Name – Text field with limited characters (perhaps around 10 but will be checking with tests) – Users will define a Label Name for this field, Once updated, it will then be displayed in the Customer Info details and throughout the applicationField Type – A drop-Down list of field types (Currency, Date, List, Number, Percent, Text & Time) List Pop-Up Icon – A pop Up Icon will be displayed only when the field type is “List”. When clicked a small form will pop-up allowing users to Add, Edit & Remove Items from this custom list Field Format – A dynamic drop down list of formats based on the Field Type (List & Text are both ‘General’, while Date, Number, Percent, Text & Time have different lists of formats)Default Value – Format of this cell based on the Field Format chosen above. This is an optional field that will set the default value for this Custom 1 field for New Customers. If List item is chosen, the validation will be a list. Entering a new text here, that is not currently on the list, gives the user a small pop-up asking if they want to add this item to the list. On Yes, the item is added.Customer Custom Field 2- Same exact 5 features as Custom Field 1Customer Custom Field 3- Same exact 5 features as Custom Field 1Customer Custom Field 4- Same exact 5 features as Custom Field 1Vendor Settings & Defaults – Set new customer defaults, tax rates & options, custom fields, phone types & payment terms.Default Country – Drop Down list of all Countries – Users can leave this blank or set a default country for all new VendorsDefault Phone Type 1 – Drop Down list of Phone types. Users can optionally set a default phone type for new vendorsDefault Phone Type 2 – Drop Down list of Phone types. Users can optionally set a default phone type for new vendorsVendor Types – A single column list of Vendor TypesDefault Vendor Type – A drop down list of Vendor types (from the list above) which allows users to set the default Vendor Type for new VendorsTaxable – Checkbox. Default settings if new vendors will charge tax or notDefault Tax Rate – This will be the default tax rate for new customers, and is an optional numerical field with 2 decimalsInvoice History Date Range Default – Drop-down list of all Date Ranges. Sets the default date range for the Invoice History Tab within the Customer screen. Cannot be left blank.Payment History Date Range Default - Drop-down list of all Date Ranges. Set the default date range for the Payment History Tab within the Customer screen. Cannot be left blankCustom Field 1 – Allow the user to assign various details for Custom Field 1 including:Label Name – Text field with limited characters (perhaps around 10 but will be checking with tests) – Users will define a Label Name for this field, Once updated, it will then be displayed in the Customer Info details and throughout the applicationField Type – A drop-Down list of field types (Currency, Date, List, Number, Percent, Text & Time) List Pop-Up Icon – A pop Up Icon will be displayed only when the field type is “List”. When clicked a small form will pop-up allowing users to Add, Edit & Remove Items from this custom list Field Format – A dynamic drop down list of formats based on the Field Type (List & Text are both ‘General’, while Date, Number, Percent, Text & Time have different lists of formats)Default Value – Format of this cell based on the Field Format chosen above. This is an optional field that will set the default value for this Custom 1 field for New Customers. If List item is chosen, the validation will be a list. Entering a new text here, that is not currently on the list, gives the user a small pop-up asking if they want to add this item to the list. On Yes, the item is added.Vendor Custom Field 2 – (Same 5 options above)Vendor Custom Field 3 – (Same 5 options above)Vendor Custom Field 4 – (Same 5 options above)Item Defaults – Set defaults & define Custom fields for items.Item Type – This will be a drop-down list of item types (Inventory, Non-Inventory, Service) and will be an optional field a user can set the default for new Items.Default Vendor – A drop down list of Vendors. Users can optionally set a default vendor for all new itemsDefault Markup % - An optional 2 digit decimal field in which users can set the default markup for items.Taxable – This checkbox will set the default for new items to be taxable (checked) or non-taxable (Unchecked)Invoice History Date Range Default – A Drop down list of date ranges. Cannot be left blankPurchase History Date Range Default – A Drop down list of date ranges. Cannot be left blankItem Custom Field 1 – Allow the user to assign various details for both Inventory & Non-Inventory Items Custom Field 1 including:Label Name – Text field with limited characters (perhaps around 10 but will be checking with tests) – Users will define a Label Name for this field, Once updated, it will then be displayed in the Customer Info details and throughout the applicationField Type – A drop-Down list of field types (Currency, Date, List, Number, Percent, Text & Time) List Pop-Up Icon – A pop Up Icon will be displayed only when the field type is “List”. When clicked a small form will pop-up allowing users to Add, Edit & Remove Items from this custom list Field Format – A dynamic drop down list of formats based on the Field Type (List & Text are both ‘General’, while Date, Number, Percent, Text & Time have different lists of formats)Default Value – Format of this cell based on the Field Format chosen above. This is an optional field that will set the default value for this Custom 1 field for New Customers. If List item is chosen, the validation will be a list. Entering a new text here, that is not currently on the list, gives the user a small pop-up asking if they want to add this item to the list. On Yes, the item is added.Item Custom Field 2 – (Same 5 options above)Item Custom Field 3 – (Same 5 options above)Item Custom Field 4 – (Same 5 options above)Purchasing Defaults – Miscellaneous Purchase Order defaults & settingsInitial Purchase Order # - Users can put any numerical value here. New PO’s will increase incrementally by 1.Default Save As – Sets the default Save As. All Save As options (PDF, Excel, Picture, Last Used)Print To - Sets the default Print To. All Printer Options including “Last Used”Email As – Sets the default Email As. All Email As options (PDF, Excel, Picture, Last Used) – This option sets the default Email As option when the Invoice Screen is opened.PO Custom Field 1 – Allow the user to assign various details for Custom Field 1 including:Label Name – Text field with limited characters (perhaps around 10 but will be checking with tests) – Users will define a Label Name for this field, Once updated, it will then be displayed in the Customer Info details and throughout the applicationField Type – A drop-Down list of field types (Currency, Date, List, Number, Percent, Text & Time) List Pop-Up Icon – A pop Up Icon will be displayed only when the field type is “List”. When clicked a small form will pop-up allowing users to Add, Edit & Remove Items from this custom list Field Format – A dynamic drop down list of formats based on the Field Type (List & Text are both ‘General’, while Date, Number, Percent, Text & Time have different lists of formats)Default Value – Format of this cell based on the Field Format chosen above. This is an optional field that will set the default value for this Custom 1 field for New Customers. If List item is chosen, the validation will be a list. Entering a new text here, that is not currently on the list, gives the user a small pop-up asking if they want to add this item to the list. On Yes, the item is added.PO Custom Field 2 – (Same 5 options above)PO Custom Field 3 – (Same 5 options above, if space permits)PO Custom Field 4 – (Same 5 options above, if space permits)Invoicing & Credit Defaults – Starting Invoice #, Default Save As, Print To, Email As (or last set to last used, 4 Custom Invoice Fields (Name, Type, Default Value)Initial Invoice # - Users can put any numerical value here. New Invoices will increase incrementally by 1Default Save As – Sets the default Save As. All Save As options (PDF, Excel, Picture, Last Used)Print To – Sets the default Print To. All Printer Options including “Last Used”Email As – Sets the default Email As. All Email As options (PDF, Excel, Picture, Last Used) – This option sets the default Email As option when the Invoice Screen is opened.Invoice Custom Field 1 – Allow the user to assign various details for Custom Field 1 including:Label Name – Text field with limited characters (perhaps around 10 but will be checking with tests) – Users will define a Label Name for this field, Once updated, it will then be displayed in the Invoice Details as an optionField Type – A drop-Down list of field types (Currency, Date, List, Number, Percent, Text & Time) List Pop-Up Icon – A pop Up Icon will be displayed only when the field type is “List”. When clicked a small form will pop-up allowing users to Add, Edit & Remove Items from this custom list Field Format – A dynamic drop down list of formats based on the Field Type (List & Text are both ‘General’, while Date, Number, Percent, Text & Time have different lists of formats)Default Value – Format of this cell based on the Field Format chosen above. This is an optional field that will set the default value for this Custom 1 field for new Invoices. If List item is chosen, the validation will be a list. Entering a new text here, that is not currently on the list, gives the user a small pop-up asking if they want to add this item to the list. On Yes, the item is added.Invoice Custom Field 2 – (Same 5 options above)Invoice Custom Field 3 – (Same 5 options above, if space on Invoice permits)Invoice Custom Field 4 – (Same 5 options above, if space on Invoice permits)Transaction Change History – Options such as Enable/Disable Change history option, keep for xxx days, all users/ non-admin users, etc.Enable Change History – This Yes/No option will allow users to keep a change history of transactions or not. When enabled a history of all changes will be kept in a tableKeep Changes For X Days – This numerical field will allow the users to limit the change history to a # of days. Changes after these # of days will be deleted. Validation from 1 to 1000 should be sufficientTrack Only Non-Admin users – This Yes/No option will allow users to set the application to track changes for All users or only non-admin users.User Login & Password Reset (Userform Pop-Ups) – When user rights are enabled pop-up for will have the ability to have user’s login, remember username & reset passwordUser Login Form – A Pop-Up form, if enabled, on application start up to allow users to securely login and will include:Username – A text box field allowing the user to enter their username. This can default to the last username used if the Admin has allowed usernames to be remembered and the user has selected the ‘Remember Username’ optionPassword – A text box field masked with “*”. Users must enter the correct password in order to access the applicationRemember Username – Checkbox allowing the application to remember the username when this option is enabled in the Admin settings. When this option is selected the Username will not be cleared the next time the user logs in.Login - Button used to check username & password & log the user in.Close – This button will cancel the login process and close the applicationForgot Password or Username – This link/option, when enabled in the Admin, will allow the user to reset their password, based on their username email. Their username will be emailed to them and allow them to reset their password. (This feature is only available when the admin has allowed it in the Admin settings)Reset Password Button – This pop-up will enable the user to reset their password. This button is only visible when the Admin has enabled this feature. Once a user clicks the button, the ‘Password Rest Form’ is displayed. (See below)Password Reset Form – This form, if admin enabled, will contain 3 fields.Temporary Password – This is the password that was sent via email and will be randomly generated by the application. The user must enter this temporary password correctly in order to complete the password reset processNew Password – This field allows the user to enter a new password (password must meet the standards set up in the admin user settings)Repeat New Password – Users must enter an exact duplicate of the password above.Reset Password Button – This button will run a check to make sure that the Temporary password is correct, that both New Password fields match, and that the password meets the rules set in the User Admin settings. If all of those rules pass, a new password will be updated in the user account, and if Sharing and Sync is activated, this Password will be synced with all Admin applications. User is also granted access to the application and logged in based on their individual user rights.Cancel Button – This button closes the pop-up form without any changes to the user account. No access to the application is grantedChart Of Accounts – A listing of all the Chart Of Accounts, Account #’s, Balances and the ability for users to Add & Edit Accounts. NOTE: A unique and separate ‘ChartOfAccountsDB’ will hold all of the actual Chart Of Accounts Data. Details are pushed and pulled from that sheet to populate the details in this Button Set – Buttons & Options in the header section will include:Add New Account - A single Add New Account button will allow users to display the Chart Of Accounts Pop-up UserFormShow Inactive Accounts checkbox, then when selected will also display all inactive accounts within the list, likewise, when un-selected will only show accounts that are active.Clear Filter – This button will only be displayed when a filter has been enabled. Clear filter button will display all active accounts (or all accounts) based on the inactive/active checkbox. This button will be hidden when filters have been clearedChart Of Accounts Form – (Pop-up Userform) This Form gives the ability for users to Add, Update, Make Inactive & Delete Accounts (Only accounts that have not been used in transactions can be deleted)Account ID# - Hidden, automated, unique and un-editable by the user. This automated numerical ID# will increment by 1 for each new account added and will be used to identify the account in all transactions.Account # - Only displayed if user has opted to use Account #’s within the admin – Text Field entryAccount Name – Users will inter the name of the Account here. This is a text field and is required.Account Type – A drop-down list of static accounts from the Account Type list (See Developers sheet). This field is required and cannot be modified when editing accounts. This field is only enabled when adding new accounts.Account Category – This will allow users to assign a specific category, based on the account Type, for Example ‘Assets’ can have Other Asset, Bank or Cash, and “Liabilities” can have “Other Liabilities”, “Credit Cards”, “Long Term liability”, etc. Account Category relationships will be set up in the Developers sheet. When an account Type is changed, the Category is cleared. This is a required field for new Asset, Liability & Equity Accounts but is not required (or used) with Income, COGS, and Expense AccountsAccount Description – A long text field that allows users to enter an optional descriptionAccount Inactive– An option box will disable the account. When selected this account will not show up in the drop-down list of available accountsButton Set – For New accounts both “Save Account” and “Cancel New” will be displayed, while existing edits will have “Update Account” & “Cancel” buttonsChart Of Accounts List – This will be a table of all Chart Of Accounts. This will be a filterable and sortable list. NOTE: This list will be pulled from the actual list “ChartOfAccountsDB” which is hidden from all users, for security, sharing & Sync purposes). This list will include the following columns:Account ID # - This will be a hidden, automated and Unique ID that cannot be viewed or edited by the user. (Account ID’s are important so that when a user changes an Account Name or Account #, the transactions remain correct)Account Number – This column will only be visible if the Admin has enabled Account #’s to be used in the Admin settings. Includes Account #’s (if enabled), Account Name, Type, Balance (if applicable), Users will be able to apply a Sort (Ascending/Descending) by clicking on the column header and will be able to filter accounts via a text field under the header.Account Name – The Name that has been assigned to the account. Users will have the ability to sort by this column by clicking on the header, and filtering by entering text within the field below the header.Account Type – A list of the assigned account types. Users will have the ability to sort by this column by clicking on the header, and filtering by entering text within the field below the header.Active – A column which is only displayed when the ‘Show Inactive’ Accounts option is selected in the header. In this instance Active accounts will contain a checkmark () while inactive accounts will be in gray background with darker gray font and without the checkboxAccount Balance – The current balance on the account (Applies only to Asset, Liability & Equity Type accounts)Account Description – A Description of the account. Dynamic Button Set – On a selection of any account within the list will display a button set of 3 buttons as follows:Edit Account (Pencil Icon) – With this button users will be able to edit any account (Clicking this button will display Edit Account Form, however the Account Type will be disabled)Delete Account (x icon) – When clicking this button users will be able to delete an account. IMPORTANT NOTE: Only accounts in which no transactions have been created canView Account (magnifying glass icon) – This icon, when clicked, will take the user to the General Ledger screen, automatically filtered with the selected account, and the default date range set up in the Admin- Accounting section.General Ledger/Journal/Account Register – All transactions can be displayed in the General Ledger. Users will have the ability to Add, Edit & Void both simple & compound transactions as well as sort & Filter transactions based on various account & date fields. This screen will be made up of the followingHeader Section – Users will have the ability to filter by accounts and date range and will includeAccount Title – A fixed text shape that will display the selected account title.Date Range – A drop down list of all date ranges. Defaults for this are set up in the Admin- Accounting section. Date Range drop-down list is located in the Developers SheetFrom Date – A Date formatted field that includes a shape-based pop-up calendar. This date will be based on the Date Range set or can be modified independently by the user.To Date - A Date formatted field that includes a shape-based pop-up calendar. This date will be based on the Date Range set or can be modified independently by the user.Filter By Account – A drop down list of all accounts including an [All Accounts] option at the top of the listAccount Balance – A fixed & protected text displaying the balance of the selected account. This text will be hidden when the [All Accounts] option is chosen or any Income, Expense or COGS account has been selected.Fixed Header – Header will be fixed so as the user scrolls below the header will remain in its position.Body Section – Account Register Table which will be sorted by date from oldest to newest and automatically scroll to the last transaction when refreshed. Each Transaction is made up of two rows and will include.Table Header - Header will include two rows as follows:Upper Row – Date, Debit Account & (Dynamic Text Based on Account Type Ex; Bank: “Withdrawal”, Liability: “Payments”, etc), Name (Vendor, Customer, or General Name), Debit Amount, Credit Amount, Balance, Cleared Checkbox, Icon Spaces (Selected transaction will display icons)Lower Row – Trans. Type, Credit Account & (Dynamic Text based on Account type Ex: Bank “Deposit”, Liability: “Increase”, etc), Memo/Notes, Debit, Credit, Cleared Checkbox, Icon Spaces (Selected transaction will display icons)Transaction ID# - A hidden and automated # that is unique for each transaction. Users will not be able to see or edit this Transaction ID# and will increment by 1 for each new Transaction.Transaction Date – (Upper Row) This is the original transaction date, formatted as a date. Selecting on this cell will display a shape-based pop-up calendar. The calendar will default to the date in the cell or, if blank, will display the current month & year.Number – (Upper Row) – This field will be used for misc. #’s such as Check #’s, Invoice #’s or PO #’s.Transaction Type – (Lower Row) This will be a drop-down list of all transaction types (Check, Deposit, Invoice, Rec’d Pmnt., Bill Pmnt., Transfer, Expense, Journ. Entry)Debit Account – (Upper Row) This will be a drop-down list of all active accounts. If the user enters an account that is not in this list, they will be prompted with a message box “An account by that name does not exist. Would you like to add it at this time?” Yes/No. If the user chooses “Yes”, the ‘Add/Update Account Userform will appear with the users typed in account displayed in the account name section. When adding the new account, and once all the required fields are added, the newly added account name will then appear in this Debit Account cell. This field is required.Credit Account – (Lower Row) This will be a drop-down list of all active accounts. If the user enters an account that is not in this list, they will be prompted with a message box “An account by that name does not exist. Would you like to add it at this time?” Yes/No. If the user chooses “Yes”, the ‘Add/Update Account Userform will appear with the users typed in account displayed in the account name section. When adding the new account, and once all the required fields are added, the newly added account name will then appear in this Debit Account cell. This field is requiredName – (Upper Row) This will be a text field, drop down list of all combined Vendor and Customer names, sorted alphabetically. (List will be stored & updated in the Developers Sheet) This field is requiredMemo/Notes – (Lower Row) This field will allow users to type in any notes or memos regarding the transaction. This is an option al fieldDebit – This will be a currency field (based on currency format set in Admin screen) Users can enter a Debit amount here (optional)Credit– This will be a currency field (based on currency format set in Admin screen) Users can enter a Debit amount here (optional)Balance – This will display the balance of the account on that day (Assets, Liability & Equity Accounts only). This is a protected & Un-editable field. Cleared – This field will display a checkmark (use top & bottom rows), when a transaction has been cleared via Reconciliation ScreenAction Column – This column will be used to display icons for the selected transactions. Icons will be based on the status of the transaction and can include:Save Icon – When a user makes a change to an existing transaction an icon with a green checkmark will appear, allowing the user to save their changes. If this is a new transaction, once the user enters all of the required fields, this icon will also appear, instructing the user to save this new transaction. User must have right to save/update transactions in order for this change to take effect. View Icon – A magnifying glass icon will be displayed on selected transactions allow the user to go to the Enter Transactions screen and open up this selected transaction from this screenDelete/VOID Icon - Users will have the ability (if User-rights apply) to delete or void transactions. Once clicked a pop-up allowing the user to Delete or Void the transaction will appear. Compound/Split Transactions – On selection, users will be able to create a Compound (or Split) transaction which allows a single transaction to be split into multiple sub-transactions. The sum of all of these sub-transactions must equal the Debit (or Credit) of the entire transaction in order to save or record the transactions. Compound transactions are made up of the following componentsCompound Transaction Icon – On selection of any transaction a Compound Transaction Icon will appear (). Clicking on this icon will add rows below the transaction in which users can add in additional entries as part of this transactionCompound Header Row – This header row, displayed only for Compound transactions, will contain Account, Memo, Debit Amount, Credit Amount. This will only be displayed when the Compound feature is expandedCompound Entry Row – Users can in details for the compound transaction including Accounts (required), Memo (optional text field), Debit or Credit Amount (required). As soon as a details are entered a new blank row is created above, allowing the user to enter another part of the split transactions. All Debit or Credit Amounts entered here must equal the Debit or Credit Amount in the original transaction amount in order for the transaction to be updated or saved. Once a Save or Update is clicked, a check will be run in VBA for proper balancing. A hidden Compound Entry marker “CI” along with the corresponding database row will also be used to track Compound EntriesImport / Export Transactions – Users, with proper security rights, will have the ability to both import & export transactions. Importing data reliant on proper mapped data with all required fields.4673442493Screen Shot - This screen may look something like this:Transactions – These screens will give the user the ability to Add, Update & Void transactions such as Transfers, Bills, Bill Credits, Charges, Charge Credits, Transfers, Checks & Cash Withdrawals. Both Simple & Compound transactions can be added. Entries here will also be visible in the General Ledger. Enter Transactions screen will contain the following components:Button Set – Two different button sets available. One for New Transactions (Save New/ Cancel) & one for existing transactions (Update, Void, Delete (if applicable), Add New, Make Recurring) For Existing Transactions – The following buttons will be available for previously saved, existing transactions:Add New – This button will allow clear the current transaction and enter the New Transaction Mode. Button will be hidden for users who do not have rights to add/update transactionsUpdate- Users can update & save any changes made to existing transaction. This button should only be visible for those transactions in which changes have been made and for those users that have rights to edit transactions. On Update, a Fade Out message confirmation will appear.Make Recurring/Edit Recurring – This button will display the ‘Recurring Transaction’ pop-up. If this transaction is already part of a recurring transaction, then those details will be displayed in the pop-up, otherwise default recurring details will be displayed (more on the Recurring Userform below) Void/Un-Void – Users will have the ability, if given user rights, to Void Transactions. Voided transactions no longer have an impact on the accounting however their details are still visible. Voided Transactions can be “Un-voided”. This button is visible for only users who have VOID rightsDelete– Users will have the ability, if given user rights, to Delete Transactions. Deleted transactions are completely gone from the records however may be stored in the change history. A confirmation prompt will appear to confirm deletion. This button is visible for only users who have Deletion rights. On Delete, a Fade Out message confirmation will appear.For New Transactions – The following two buttons will be visible when new transactions are being createdSave & New – This button will save the current transaction, show the fade out message, and move back into the New mode with all of the non- default fields cleared. (Transaction Type should remain as it is)Save Transaction – This button will save new transaction. Users must have rights set in the Admin to save new transactions. On Save, a Fade Out message confirmation will appear.Clear – This button will clear any previously filled in fields within the formEnter Transaction Form – This form will allow users to add, update, delete & void transaction. This will contain an automated tab Sequence. All transaction related fields available. Form may have a different look and feel based on the transaction type so users can easily differentiate between say Bills & Charges. Some fields will be visible on certain type of transactions while others may not. This form will contain the following componentsTransaction # - An automated, unique, incremental, hidden and un-editable # that is assigned to each transaction (for Check Type transactions, this will be automated based on the last Check # Printed/created) Button Set – Allow users to perform various transactions for each transaction including:Save Transaction – Saves the current Transfer & adds a fade out confirmation message (check for required fields needed)Save & New – Saves the current transfer & clears the screen for a new transfer (check for required fields needed)Clear – Clears all the current fieldsPrev. – Allows the user to navigate to the previous transactionNext – Allows the user to navigate to the next TransactionPrint Check – Only visible for Transaction Type “Check”. This button will create a Print Checks pop-up, with only the selected transaction/check selected. NOTE: Check must first be saved before it can be printed. When this button is pressed a Print Checks Pop/Up or screen will appear that will allow users to print one or many screens and a button to customize the check template if neededTo Print – This checkbox, visible only for ‘Check’ Type transactions allows the user to set the Reference # set to “To Print” when this option is checked the Reference # becomes un-edibleCreated/Modified On- Date & Time the transaction was last modified byCreated/Modified By – Username who last modified or created this transactionTransaction Type – A drop-down list of all transaction types based on the list set up in the Developers Sheet (Required) Options: (Check, Bill, Bill Credit, Credit Card Charge, Credit Card Credit). The Transaction Form will take on a different look & feel, based on the Transaction Type Selected using conditional formatting & other tools.Transaction Date – A date-based field with a pop-up, shape-based calendar. Date will default to the current date. Account – This will be a dynamic Drop-down list of accounts based on the Transaction Type. Both the Label and the drop-down list will be dynamic. The following modifications will be made based on the Transaction TypeChecks – The default Bank account (set up in Admin). The drop-down list will contain a validation list of all asset accounts. Label Text will be displayed as “Bank Account:”Bill/ Bill Credit - The default Liability account (set up in Admin). The drop-down list will contain a validation list of all Liability accounts. Label Text will be displayed as “A/P Account:” (Should be disabled or hidden as there is just one Default A/P that is used so that when bills are payed the proper A/P is credited)Credit Card Charge/Credit - The default Credit Card account (set up in Admin). The drop-down list will contain a validation list of all Liability accounts. Label Text will be displayed as “Credit Card:”Ending Balance – Visible on Checks, Charges & Charge Credits and other account-specific transaction types (non-editable)Reference # - A Bill or Reference entered by the user – Free text field, not required. (Checks will change this text to “Check #” or “To Print”. When the “To Print” option has been selected, this field becomes un-editable and displays To PrintName – (Add Autocomplete Via Dynamic Combo Box) This will be a drop-down list of alphabetized Customers & Vendors. If a user enters a name that is not in the list, they will be prompted with an option to create a New Customer, New Vendor or Cancel. The Label will be dynamic based on the Transaction Type (Charge/Charge Credit: “Purchased From”, Bill/Bill Credit: “Vendor:”, Check: “Pay To:” (When adding names, consider an “Open Purchase Order pop-up” based on open purchased orders for the specified vendors)Address – The Billing Address of the Vendor or Customer selectedAmount – The text on this field will be variable based on the Transaction Type (Ex; Bill – Amount Due, Transfer – Transfer Amount, etc)Spelled Out Amount – An amount that is converted from numbers to words. (non-editable field)Payment Terms – A drop-down list of payment terms from the Admin sheet. This is not a required field, but will default to the Preferred Vendor Payment terms in the selected Vendors informationDiscount Date – This is the date that is automated based on the payment terms IF a discount % and Days has been sent, otherwise it is left blankBill Due - Date Formatted field defaults to date based on Payment Terms. If no Payment term has been set, the Bill Due Date will default to the Bill Date. A shape-based pop-up calendar will appear on user selection. This field is only visible for Bill Type TransactionsCleared – This will be a checkbox showing if a transaction is Cleared, Not Cleared or Indeterminate (Which for our purposes means a user has selected it as cleared in the Reconcile Statement but has not yet Reconciled the StatementMemo - Optional Text field in which users can enter any text. This Field is visible for all transaction typesExpenses Section – This left Section will Display the “Expenses” Text along with the total Expenses created within the tab (Currency Format based on Admin Currency settings). (The table willow for 100 rows) and will contain the following columns:Expense – (Add Autocomplete Via Dynamic Combo Box) Drop Down list of All Accounts (required)Amount – Amount field, format based on Global Currency format (required)Memo – Text field in which users can enter any text (optional)Database Row – Hidden value that will signify the row of the database this item is tied to (Db row #’s are only assigned when a transaction is saved)Delete Icon – A Delete Row icon will appear on each selected row that contains an Expense. Deleting this row will bring all of the items below up one row, and also remove the transaction # from the associated database row (if any) so that this ‘removed item’ will not appear when this transaction is loaded againItems Section – Allows users to enter Items (Inventory, Non-Inventory & Service Items) on purchases (Checks, Bills, Charges) or Returns (Bill Credits & Charge Credits). The Total of the items will be displayed dynamically in the Header textThis Items Table will include the following columns:Item Name – (Add Autocomplete Via Dynamic Combo Box) A drop down list of all active item names (regardless of item type).Description – Defaults to the Purchase Description of that selected item but can be modified by the userQty – Numerical field will default to the default purchase quantity but can be changedCost -Currency field which will default to the Purchase cost of the selected item but can be changedTotal Cost – Un-editable currency field based on the Qty and Cost fields.Memo – Text field in which users can enter any text specific to the item being purchased or returnedDelete Icon – A Delete Row icon will appear on each selected row that contains an item. Deleting this row will bring all of the items below up one row, and also remove the transaction # from the associated database row (if any) so that this ‘removed item’ will not appear when this transaction is loaded againDatabase Row – Hidden value that will signify the row of the database this item is tied to (Db row #’s are only assigned when a transaction is saved)Transactions_DB – This will be a hidden table (all users) which will track all data saved for the transactions. Print Checks – This feature will display a pop-up off all Check type transactions with a reference of To Print. Users can Select All or Individual checks to print. Users can then print checks with various options based on Print Checks Setup. This screen will consist of the followingButton SetPrint Checks – This button will be used to print the checks to the default printerCheck Setup – This button will send the user to the “Customize Checks” section of the Print Checks screen (hidden unless button is clicked). This button will be visible for only users who have rights to Edit Templates.Checking Account – This will be the default checking account set up in the Admin default back account but can be changed via the drop-down list. List will contain a all active Asset Accounts.First Check #– This will allow users to enter the Check # of the first check to be printed. The default # will be the last check # printed + 1 but can be changed by the user.Print Checks Summary – This section will show a summary of all selected checks to print# OF Checks To Print – Total count of selected checksTotal Amount Of Checks To Print – Total Amount of selected checksPrint Checks Table – This Table will include all of the checks that are set To Print. Users can select which checks are to be printed. The table will include the following columns:Selection Check – This option will give the user the ability to select which checks to printTransaction/Check Date – Displayed the check or transaction Date (un-editable)Payee Name – The Customer or Vendor name the check has been written to (un-editable)Amount – The amount of the check (un-editable)Print Check Preview (Right Side) – This will display the first check to be selected so that users can get a visual representation of the check to be printedScreen Design – This screen may look something like this443637-2382500Customize Check Template – This section, hidden unless the user has clicked the Customize Check mode, will allow users to customize the check templates and will include the followingCheck Style – This will include 3 check styles in which the user can select 1 (Voucher, Standard or Wallet)Print Options - (left pane) This will include a host of selection option in which the user can display or hide various fields for the checks. Fields selected will be displayed in the main, check template sectionCheck Template – This section will allow users to place & position various fields accordingly. Users can update fonts, colors & sizes of the fields wile in ‘Edit Mode’Return To Check Printing – This button sends the user out of Customize & Edit mode and returns the user to the check Printing sectionPrint Test Check – This button will allow the user to print a test check for proper lining up of fields.Make Transfers – This will be an independent screen allowing users to transfer funds from one account to another and will contain the following componentsDate – Default to the current date but can be modified with a shape-based pop-up calendar (required)Transfer From – A drop-down list of all Asset, Liability & Equity Accounts (Required, Autocomplete)Transfer To – A drop-down list of all Asset, Liability & Equity Accounts (Required, Autocomplete)Transfer Amount – Currency Format based on Admin settings. (required)Memo – Text field (optional)Button Set – A set of buttons as follows:Save Transfer – Saves the current Transfer & adds a fade out confirmation message (check for required fields needed)Save & New – Saves the current transfer & clears the screen for a new transfer (check for required fields needed)Clear – Clears all the current fieldsPrev. – Allows the user to navigate to the previous transferNext – Allows the user to navigate to the next TransferMake Deposits – This screen will allow users to combine various customer payments and create a single ‘deposit’ transaction to coincide with their bank statements for clear and easy reconciliation. This screen will contain the following:Select By Payment Method – This will allow the users to select to display payments by specific payment methods only. Options will include:Checks & Cash – This is a combination of any payments by either Check or CashAll Other Methods – A list of all other Payment Methods as set in the Admin screenDeposit To – This will be a list of all Asset Accounts from the Chart Of Accounts (required). Default will be the default checking account set up in the Admin screenDate – This is the date of the deposit and will default to the current date but can be changedMemo – A free text field to allow users to enter notes for the transaction being depositedButton Set – A button Set to Include Save, Save & New and ClearDeposit Payments Table – This will be a table of all Undeposited funds and will include the following columnsSelection Checkbox – This column will allow users the users to select specific payments for deposit. The header of this column will include a select all/none checkbox. Those items selected will be included in the summary & depositedDate – This will be the date when the payment was received (un-editable)Number – This is the Reference/check # used when the Payment was made (un-editable)From Account – This is a non-editable column which will display the name of the ‘Undeposited Funds’ account used when the payments were made & set up in the Admin area. (un-editable)Payment Method – The Payment Method used when the payment was received (un-editable)Name – Customer or Vendor name used when the payment was made (un-editable)Amount – Amount of the check or payment (un-editable)Cash Back – This feature will allow users to reduce the deposit transaction if they will be taking cash back from the deposit. It allows for accurate bank reconciliation and will include:Cash Back Account – A list of all other active Accounts from the Chart Of Accounts (This is required if an amount is entered) (Optional, default for new Deposits is blank)Cash Back Amount – The amount taken from the deposit. This amount cannot exceed the deposit total. (Optional for new deposits)Cash Back Memo – An optional text field assigned to the Cash back transactionFees/Other Expenses – This feature will allow users to reduce the deposit transaction if they will be incurring some expenses such as Credit Card fees, or banking fees that may reduce the total deposit amount. It allows for accurate bank reconciliation and will include:Fee Account – A list of all other active Accounts from the Chart Of Accounts (This is required if an amount is entered) (Optional, default for new Deposits is blank)Fee Amount – The amount taken from the deposit. This amount cannot exceed the deposit total. (Optional for new deposits)Fee Memo – An optional text field assigned to the Fee transactionDeposit Summary – This section will display a non-editable summary of the deposit and include Total Deposit Subtotal, Total Deductions, Deposit Total72100543111500Design Ideas – The screen may have some of these design ideas:Recurring Transaction Userform Pop-up -Ability to Add/Update any Existing, previously saved transaction to make it recur at any frequency for any # of times in the future. This pop-up will appear for any transaction that a user wants to make recurring including Enter Transaction, General Ledger Transactions, Purchase Orders, Invoices, Bill Payments and Customer Payments. This screen will include the following features.Recurring ID# - An automated, unique, incremental, hidden and un-editable # that is assigned to each transactionRecurring Transaction – This un-editable text field will display both he transaction type and transaction # being set to recur. For Example: “Set Invoice #10 to recur every:” (This original transaction will act as a template for the recurring. Changes to this transaction will change any future transactions created via the recurring feature)Active Checkbox -This field will allow users to make recurring transactions Active (by selecting) or Inactive (by un-selecting). This give the user the ability to disable recurring details, without having to delete the recurring transaction. Only Active recurring transactions will be automatically created.Frequency #– This numerical field will allow users to enter a number from 1 to 72 and is required.Frequency Duration – This drop-down list will consist of the following options (Day(s), Week(s), Month(s) and cannot be left blank.Monthly Frequency – This field, only enabled and visible when the “Month(s) section is chosen above will include the following options in a drop down list and will include, “Every 1s“t, “Every 2nd“, “Every 3rd“, “Every 4th“, “Every Last“ options.On Day – This drop-down list, visible for only Week(s) and Month(s) options (Hidden for Day(s) option) will be dynamic depending upon the Monthly Frequency chosen:For Week(s) Option – This list will include: (Mondays, Tuesdays, Wednesdays, Thursdays, Fridays, Saturdays and Sundays)For Month(s) Option – This list will include (“Day”, “Monday”, “Tuesday“, “Wednesday“, “Thursday“, “Friday“, “Saturday“, “Sunday“). For the Month(s) option a label to the right of this field “of the month” will be displayed, so that a frequency option might read “Every 1st Day Of the Month” or “Every Last Sunday of the month”)Recur Until – This set of fields will allow the user to set how many times this transaction will recur and includes the following fieldsEnd Label “Ends” - this label will allow the user to understand when this transaction should endEnd Type – this will be a drop-down list of 3 End Types and will include (“Never”, “After”, “On”)Ends On/After – This field is only visible when the “After” or “On” and will include (“After”,”Never”,”On”)Date/Occurrences – This field, hidden when a user choses “Never” will display a Date formatted field when the user choses the “Ends On” option above or a General /Integer field when the user choses “After” Field. The following are 3 samples of the Recur Until Option:“Ends Never”Ends After 10 OccurrencesEnds On 1/1/2020Enter Transaction – This option gives the user to enter the transaction x days before the transaction date. For example if an Invoice is to be created on the 1st of each month, this option allows the user to have that transaction entered 10 days before the 1st of the month. While the transaction date would still be the 1st of the month, it gets entered earlier and automatically.Days – This field has just one option in which the user can enter the # of days before a transaction to be entered. Default will be 0. If left blank the default will be zero. Maximum value will be 365.Next Scheduled Transaction – This un-editable text will display the next Transaction Date based on the transaction Frequency set above and the current date. This would not be the date that the transaction gets created but the actual date of the transaction. Such as ‘Next Transaction: Saturday, March 10th, 2020. The date should be in long form so that they Weekday, Day, Month & Year are clearly visible.Screen Design – This pop-up may look something similar to thisRecurring Transactions List – This will contain a list of all recurring transactions and contain all the recurring transaction templates that have been created. Users will be able to View, Update & Delete Recurring transactions from this screen. Button & Options – The Following buttons and options will be place above the Recurring Transactions tableEdit Recurring Details – The button will open the recurring pop-up screen based on the selected Recurring transaction in the table belowView Original Transaction – This button will open the original Transaction (Invoice, Bill, Transfer, etc) based on the selected recurring transaction belowShow All/Active option – This option when Show All is selected will show all transactions, Active and Inactive, however if the Show Active option is selected, only the Active Transactions will be displayedTable Data – Includes all Recurring data from existing Recurring transactions, which are recorded and saved using the Recurring transaction pop-up, including next scheduled date, frequency etc. *(A separate & hidden database file will be used to hold the shared & synced data) Users will then have the ability to sort & filter the data within this table)Bill Payments – Users will have the ability to View Unpaid bills, sort & filter them as well as pay the bills, apply discounts & credits. This screen will consist of the following features:Show Bills - This section will allow users to filter the bills based on either Due date or Show all bills. If the ‘Show Bills on or before’ option is selected, then a Date field will be visible. If the user selects the Show All Bills, the Date field is disabled. (but not completely hiddenPayment Information – This section will allow users to set the information on the account which will pay the bills and will include the following: Payment Date – This is the date of the transaction payment, and will default to the current date but can be changed via a pop-up shape calendarPayment Method – This will display a list of payment methods including Bank, Credit Card & Online PaymentCheck Info – This section will only be displayed if the user has chosen the “Bank” option from the Payment Method above. The Check Info will include the following option:To Be Printed – If this option is chosen, all of the checks created will have a Ref of “To Print”, enabling them to be printedAssign Check # - If this option is chosen, all of the check #’s will be assigned automatically based on the last assigned check #Account - This will be a drop-down list of Accounts. If the Payment Method is Credit Card, then this will be a list of all accounts with a Category of ‘Credit Card’ If the method chosen is Check or Online, then the accounts list will contain only accounts with a Category of Banks.Bill Information Details – This section will display the bill information as well as any discounts & credits for the selected Vendor within the Bills To Pay table below, and will include:Vendor Name - The name of the vendor of the bill selected (un-editable)Bill Ref. # - The Bill reference of the selected bill (un-editable)Terms - The Payment Terms of the selected bill (un-editable)Suggested Discount – This would be based on the Discount % and Discount Days of the term (if any)Discount Amount – If a discount is taken, the user would enter the amount of the discount hereDiscount Account -If a discount amount has been entered then an account is required. All Income, Expense & COGS Accounts would be listed here.Apply Discount – This button will apply the discount to a bill assuming that the Discount Amount is less than the Amount due and a Discount Account has been set. Once discount amount has been set, the amount Due will be reduced by that amountCredits Used – The Total Amount of the Credits applied to this bill (un-editable)Credits Available – The Total Amount of the Credits Available for the selected VendorOpen Credits Table – This will consist of a small table on the right side, displaying any and all open credits for the selected vendor, and will include the following:Selection Checkbox – This gives users the ability to select specific Credits to apply to the bill (The header will contain a select all/clear all checkbox)Date – This would be the date of the Bill Credit (un-editable)Reference # - The date of the Reference # (un-editable)Available Credit – The Credit amount that is available (this would be The original credit amount – previously applied credits) (un-editable)Amount To Use – The amount of the credits you would like to use. This amount cannot exceed the available credit and it also cannot exceed the Bill Amount. When this Credit is selected by the user, this amount will default to the Available Credit, or the Balance of the bill, whichever is less.Credit Balance – This is the balance of the Credit once the credit is fully applied to the bill.Button & Header Options Set – View & Filter Bills by Due date, or show all bills., automate & Edit pay amount, bank account to pay from, pay date field, notes. Show Beginning & Ending Bank Account balanced based on selected Bills & Amounts to pay.29077937782500Sample Screen Shot – Bank Reconciliation -Ability to mark items as cleared, enter adjustments and quickly link to the original transaction.Reconcile Form – The top section will contain form to allow the user to enter the required fields & options to reconcile an account. These includeAccount – This will be a drop-down list of all Asset, Liability & Equity Accounts and is requiredStatement Date – This is the date of the statement received by the user. This allows the application to track reconciliations separately based on a date. This will default to the current date but can be changed.Beginning Balance – This is the ending balance of the last statement reconciled for the specified account and is un-editableEnding Balance – This will be an amount field and is required. This is the Ending balance on the received statement.Service Charge / Fees Amount – Optional amount field that allows users to enter any service charges or fees that have been charged on the Statement.Date – The date of the Service Charge or Fees. This field is only required if a Service Charge has been addedMemo – This is an optional memo field that is tied to the Service Charge aboveInterest/Other Income – This is an optional amount field that allows users enter any Interest, credits or other income displayed on the statement.Date - The date of the Interest or Other Income. This field is only required if a Interest Income has been addedMemo – This is an optional memo field that is tied to the Interest/ Other IncomeButton Set – A button set of a of just two buttons as follows:Reconcile Now – This button will reconcile the transactions, marking each transaction as ‘Cleared’. Individual transactions are marked as cleared, not cleared or indeterminate if selected within the reconcile but not yet clearedLeave – When this button is selected all values & selections are remembered for the specified Reconcile. This way when the user returns back to reconciling the same statement, all of their previous selections remain.Summary Section – This section will show a complete summary of the reconciliation transaction as followsBeginning Balance – This un-editable field is pulled from the Ending balance of the last statement, or 0 if no previous statements. Items Marked Cleared - (# of Deposits & Credits) & (# Of Checks & Payments) – Individual text will be different based on Account Category & Type selected. (un-editable)Service Charge – This will be the service charges (if any) from above (un-editable)Interest Income – This will be the interest income (if any) from above (un-editable)Ending Balance – The user entered ending balance from above (un-editable)Cleared Balance – Based on the Amount of Cleared (selected) items from the table below (This is the beginning balance plus any selected deposits & credits, minus checks and payments) (un-editable)Difference – This is the Ending Balance – Cleared Balance (un-editable)Checks & Payments Reconcile Table – This table will display all of the Debits made on the specified account within the given time period (from the previous statement date until the current statement date) and will include:View Transaction Button – This button, above both tables, will allow the user to open the selected transaction (if any)Clear Checkbox – This will allow users to select/unselect specific items (the top of this column will include a select all/none checkbox. Selections are saved within the database as “In Process’ so that if they have to leave the Reconcile, they can return to it with the previous selections.Date – The date of the transaction (un-editable)Check/Ref – The Check or Reference # of the transaction (un-editable)Payee/Name – The name of the Payee, Vendor or Customer (un-editable)Amount – The Amount of the transactionDeposits & Other Credits Table– This table will display all of the Credits & Deposits made on the specified account within the given time period (from the previous statement date until the current statement date) and will include:View Transaction Button – This button, above both tables, will allow the user to open the selected transaction (if any)Clear Checkbox – This will allow users to select/unselect specific items (the top of this column will include a select all/none checkbox. Selections are saved within the database as “In Process’ so that if they have to leave the Reconcile, they can return to it with the previous selections.Date – The date of the transaction (un-editable)Check/Ref – The Check or Reference # of the transaction (un-editable)Payee/Name – The name of the Payee, Vendor or Customer (un-editable)Amount – The Amount of the transaction107701144190900Screen Shot – A sample screen shot with basic designCustomers / Contacts – Users will have the ability to add, update, & delete Customers using this form and linked table. Screen will be based on a 4 Tab design (General Info, Invoice History, Payment History, Attachments)Button Set – Users will be able to Add New, Save, Delete (if no transactions exist), Add New and Cancel new with two button sets below:Add New – This button will clear the current Customer data and move into the Add New Mode (Showing Save & Cancel buttons and hiding others)Delete Customer – This button will allow users to delete a customer. The button will only be visible for those users who have rights to delete customers. Customers can only be deleted if there are no transactions that involved the specified customer. This button is also hidden when in the Add New mode.Save Customer – This button will save new customers once the required fields have been entered. Only users with rights to add new customers will see this message. IMPORTANT NOTE: For existing Customers, any changes made will be saved automatically. The reason for this has to do with the shared workbook feature. When changes are made to a Customer, Item or Vendor, only those changes are shared amongst all users. So if an update button was present ALL customer details would then be sent, even details that have not be changed. Therefore when sharing capabilities exist, it is generally better to save changes automatically made by a user for existing records.Cancel New – This button, only displayed in Add New mode, will allow users to get out of the Add New mode, once canceled the last customer displayed (for that specified user) will be displayed (Therefore the Last Customer ID must be saved & hidden when in Add New mode)General Info – This tab will contain all of the customer details including an automated, hidden & unique Customer ID generated. These fields will include:Customer ID – Locked, hidden, unique and un-editable by any user. This is an automated # that is created for each new Customer.Customer/Company Name – A text field that allows users to enter the name of the customer or company.Contact First Name – Open text field for Customer First nameContact Last Name – Open text field for Customer Last NameEmail – This field will allow users to enter an email and should be formatted as an email along with email data validationPhone Type 1 – This will be a drop down list of all phone types based on the Phone Type list in the Admin section. This field is required if a phone # has been enteredPhone 1 – Numerical Phone Field. Format based on the Phone Format default in the Admin screenPhone Type 2 – This will be a drop down list of all phone types based on the Phone Type list in the Admin section. This field is required if a phone # has been enteredPhone 2 – Numerical Phone Field. Format based on the Phone Format default in the Admin screenActive – A Checkbox to activate & de-activate customersBilling Address – A free text field for users to enter the billing addressBilling City – Free text field to enter billing cityBilling State/Province – Free text field to enter the billing state or provinceBilling Zip Code – Free text field to enter the billing zip or postal codeBilling Country – A drop down list of All Countries.Copy Over Button – This button will copy over all Billing Address details to Shipping address detailsShipping Address – A free text field for users to enter the shipping addressShipping City – Free text field to enter shipping cityShipping State/Province – Free text field to enter the shipping state or provinceShipping Zip Code – Free text field to enter the shipping zip or postal codeShipping Country – A drop down list of All Countries.Custom Field 1 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 2 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 3 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 4 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Payment Terms – This will be a drop down of Payment Terms set up in the Admin screen. This will be an optional text fieldPref. Invoice Delivery Method – An option drop down list of Email and Print. When Print is set, the “Set to Email” field on the invoice will be unselected.Tax Rate – This will be the tax rate on Invoices for this customer. The defaults for this field are set in the Admin – Customer screen – “Default Tax Rate”. Cell is formatted as a percentage field with two decimal pointsBalance – A non-editable, display-only field that shows the current customer open balance (total of the un-paid Invoices minus any outstanding Credits)Starting Date – The date in which the customer was first created. This will default to the current date for new customers but can be changed by the user.Notes – An open text field allowing the user to enter any customer-related textInvoice History Tab – Contains a small table of Invoice detail history (Approx. 20 of the last Invoices) Users can filter invoices using Date Range, From & To DatesView Invoice Button – This button will allow the user to open the selected Invoice from the table belowDate Range Drop Down List – This will be a date range drop down list based on the list in the Developers sheet. This will default to the default setting in the Admin menu but can be changed by the user. The date range option will update both the From & To dates in which to display Invoices within the Invoice historyFrom Date – This will be the From date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatTo Date -This will be the To date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatInvoice History Table – This table will display Invoices based on the To & From Date selected above. Users can select rows within the table however the information is un-editable. Invoices will be sorted from newest to oldest. Highlighted row will be in contracting colors and will include the followingInvoice # - The Invoice numberInvoice Date – The date of the InvoiceInvoice Amount – This is the original amount of the invoiceTerms – These are the payment terms that have been assigned to the InvoiceDue Date – The due date assigned to the InvoiceTotal Payments – This is the sum of all payments that have been applied to the InvoiceBalance – Balance due on the Invoice which is the Invoice Amount – Total PaymentsPayment History Tab – Contains a small table of Payment detail history (Approx. 20 of the last Payments) Users can filter payments using Date Range, From & To Dates and will include:View Payment Button – This button will allow the user to open the selected Payment from the table belowDate Range Drop Down List – This will be a date range drop down list based on the list in the Developers sheet. This will default to the default setting in the Admin menu but can be changed by the user. The date range option will update both the From & To dates in which to display Payments within the payment historyFrom Date – This will be the From date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatTo Date -This will be the To date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatPayment History Table – This table will display Payments, based on Payment Dates, using the To & From Dates above. Users can select rows within the table however the information is un-editable. Payments will be sorted from newest to oldest. Highlighted row will be in contracting colors and will include the following:Payment Date – This will display the date of the paymentRef/Check # - This will be the reference or check # assigned to the payment (if any)Payment Method – The method of payment (Check, transfer, credit card, etc)Invoice # - The Invoice # in which this payment was applied toInvoice Amount – The original invoice amountPayment Amount – The amount of the paymentInvoice Balance – This will be the original Invoice Amount – Total Payments applied to this invoice.Attachments Tab – This Tab will allow users to Add, Preview, Open, View All & Remove Customer Attachments. Attachments will be stored in a shared folder, inside the Company Folder (Admin settings), called ‘Customer_Attachments’. A new folder will be created if none exist. These attachments will include the followingButton Set – The Attachments button set will include the following buttonsAdd New – Allows the user to select a specific attachments. Any type of attachment can be selected without filters. Clicking on the button will allow the user to browse for the original location. Selected attachments will be copied over to the Attachments folderOpen Attachment – This button will open the selected attachment in whatever default application opens the attachmentDelete Attachment – This will allow the user to delete the attachment details as well as the attachment in the individual attachments folderView All – This button will allow the user to see all of the customer attachments (as the table below will show only around 20) On click of this button, the user will be sent to the Attachments Sheet where a filter of the selected customer will be placed to display all of the attachments for the selected customerAttachments Table – This table will display around 20 of the last customer attachments added and will include the followingAdded On – This will display the date of when the user added the attachmentAdd By – The name of the user who original added the attachmentAttachment Name – The name of the file that was addedFile Type – The type of the file (ex; PDF, JPG, XLSX, etc)Preview – This will be a small thumbnail used for pictures. For non-picture attachments a default ‘no preview picture’ will be displayed70256311709Screen Shot – The Customer Information area may look something like this:Vendors / Suppliers – Users will have the ability to add, update, & delete Vendors using this form and linked table. An automated, hidden & unique Vendor ID will be generated.Button Set – Users will be able to Add New, Save, Delete (if no transactions exist), Add New and Cancel new Vendors with two button sets below:Add New – This button will clear the current Vendor data and move into the Add New Mode (Showing Save & Cancel buttons and hiding others)Delete Vendor – This button will allow users to delete a Vendor. The button will only be visible for those users who have rights to delete Vendors. Vendors can only be deleted if there are no transactions that involved the specified Vendor. This button is also hidden when in the Add New mode.Save Vendor – This button will save new Vendors once the required fields have been entered. Only users with rights to add new Vendors will see this message. IMPORTANT NOTE: For existing Vendors, any changes made will be saved automatically. The reason for this has to do with the shared workbook feature. When changes are made to a Vendor, Item or Vendor, only those changes are shared amongst all users. So if an update button was present ALL Vendor details would then be sent, even details that have not be changed. Therefore when sharing capabilities exist, it is generally better to save changes automatically made by a user for existing records.Cancel New – This button, only displayed in Add New mode, will allow users to get out of the Add New mode, once canceled the last Vendor displayed (for that specified user) will be displayed (Therefore the Last Vendor ID must be saved & hidden when in Add New mode)General Info – This tab will contain all of the Vendor details including an automated, hidden & unique Vendor ID generated. These fields will include:Vendor ID – Locked, hidden, unique and un-editable by any user. This is an automated # that is created for each new Vendor.Vendor/Company Name – A text field that allows users to enter the name of the Vendor or company.Website – The website of the vendor (link format)Contact First Name – Open text field for Vendor Contact First nameContact Last Name – Open text field for Vendor Contact Last NameEmail – This field will allow users to enter an email and should be formatted as an email along with email data validationPhone Type 1 – This will be a drop down list of all phone types based on the Phone Type list in the Admin section. This field is required if a phone # has been enteredPhone 1 – Numerical Phone Field. Format based on the Phone Format default in the Admin screenPhone Type 2 – This will be a drop down list of all phone types based on the Phone Type list in the Admin section. This field is required if a phone # has been enteredPhone 2 – Numerical Phone Field. Format based on the Phone Format default in the Admin screenActive – A Checkbox to activate & de-activate VendorsBilling Address – A free text field for users to enter the billing addressBilling City – Free text field to enter billing cityBilling State/Province – Free text field to enter the billing state or provinceBilling Zip Code – Free text field to enter the billing zip or postal codeBilling Country – A drop down list of All Countries.Copy Over Button – This button will copy over all Billing Address details to Shipping address detailsShipping From Address – A free text field for users to enter the shipping From addressShipping From City – Free text field to enter shipping cityShipping From State/Province – Free text field to enter the shipping state or provinceShipping From Zip Code – Free text field to enter the shipping zip or postal codeShipping From Country – A drop down list of All Countries.Custom Field 1 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 2 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 3 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 4 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Vendor Type – A drop down list of Vendor Types (From Admin), with a default value on new vendors from the admin screen (if any)Default Terms – This will be a drop down of Payment Terms set up in the Admin screen. This will be the default terms used on new Purchase Orders when this Vendor is selectedPref. PO Delivery Method – An option drop down list of Email and Print. When Print is set, the “Set to Email” field on the invoice will be unselected.Tax Rate – This will be the tax rate on Invoices for this Vendor. The defaults for this field are set in the Admin – Vendor screen – “Default Tax Rate”. Cell is formatted as a percentage field with two decimal pointsBalance – A non-editable, display-only field that shows the current Vendor open balance (total of the un-paid Bills minus any outstanding Vendor Credits)Starting Date – The date in which the Vendor was first created. This will default to the current date for new Vendors but can be changed by the user.Notes – An open text field allowing the user to enter any Vendor-related textPurchase Order History Tab – Contains a small table of Purchase Order detail history (Approx. 20 of the last Purchase Orders) Users can filter Purchase Orders using Date Range, From & To DatesView Purchase Order Button – This button will allow the user to open the selected Purchase Order from the table belowDate Range Drop Down List – This will be a date range drop down list based on the list in the Developers sheet. This will default to the default setting in the Admin menu but can be changed by the user. The date range option will update both the From & To dates in which to display Purchase Orders within the Purchase Order historyFrom Date – This will be the From date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatTo Date -This will be the To date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatPurchase Order History Table – This table will display Purchase Orders based on the To & From Date selected above. Users can select rows within the table however the information is un-editable. Purchase Orders will be sorted from newest to oldest. Highlighted row will be in contracting colors and will include the followingPurchase Order # - The Purchase Order numberPurchase Order Date – The date of the Purchase OrderPurchase Order Amount – This is the original amount of the Purchase OrderTerms – These are the payment terms that have been assigned to the Purchase OrderDue Date – The due date assigned to the Purchase OrderTotal Payments – This is the sum of all payments that have been applied to the Purchase OrderBalance – Balance due on the Purchase Order which is the Purchase Order Amount – Total PaymentsTransactions Tab – Contains a small table of Bills & Payments detail history (Approx. 20 of the last Bills & Payments) Users can filter payments using Date Range, From & To Dates and will include:View Transaction Button – This button will allow the user to open the selected Transaction (Bill, Pill Payment) from the table belowDate Range Drop Down List – This will be a date range drop down list based on the list in the Developers sheet. This will default to the default setting in the Admin menu but can be changed by the user. The date range option will update both the From & To dates in which to display Bills & Payments within the historyFrom Date – This will be the From date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatTo Date -This will be the To date based on the Date Range chosen but can be modified for the user. A pop-up calendar icon will be displayed and will show a shape-based pop-up calendar when selected. Date format will be based on the global date formatTransaction History Table – This table will display Transactions, based on Payment Dates or Bill Dates, using the To & From Dates above. Users can select rows within the table however the information is un-editable. Payments will be sorted from newest to oldest. Highlighted row will be in contracting colors and will include the following:Transaction Type – This will display the transaction type Check, Bill, Bill Credit, Credit Card Charge, Credit Card Credit or Payment for the selected Vendor aboveTrans. Date – This will display the date of the Bill or PaymentRef/Check # - This will be the reference or check # assigned to the bill or payment (if any)Account – The original invoice amountAmount - The amount of the Bill / PaymentMemo – Displays the Memo or Notes of the transactionCleared – Displays the clear status of the transactionAttachments Tab – This Tab will allow users to Add, Preview, Open, View All & Remove Vendor Attachments. Attachments will be stored in a shared folder, inside the Company Folder (Admin settings), called ‘Vendor_Attachments’. A new folder will be created if none exist. These attachments will include the followingButton Set – The Attachments button set will include the following buttonsAdd New – Allows the user to select a specific attachments. Any type of attachment can be selected without filters. Clicking on the button will allow the user to browse for the original location. Selected attachments will be copied over to the Attachments folderOpen Attachment – This button will open the selected attachment in whatever default application opens the attachmentDelete Attachment – This will allow the user to delete the attachment details as well as the attachment in the individual attachments folderView All – This button will allow the user to see all of the Vendor attachments (as the table below will show only around 20) On click of this button, the user will be sent to the Attachments Sheet where a filter of the selected Vendor will be placed to display all of the attachments for the selected VendorAttachments Table – This table will display around 20 of the last Vendor attachments added and will include the followingAdded On – This will display the date of when the user added the attachmentAdd By – The name of the user who original added the attachmentAttachment Name – The name of the file that was addedFile Type – The type of the file (ex; PDF, JPG, XLSX, etc)Preview – This will be a small thumbnail used for pictures. For non-picture attachments a default ‘no preview picture’ will be displayedItems – Users will have the ability to add, update, & delete Items) Items (if it has not been used in transactions) using this form and linked table. An automated, hidden & unique Item ID will be generated. Items will have different types such as (Inventory, Non-Inventory or Service) .The Item sheet will also contain 3 tabsButton Set - Users will be able to Add New, Save/Update, Delete Items (if no transactions exist), Add New and Cancel New with two button sets above. These buttons will includeAdd New – This button will allow users to add new Items and will only be displayed for existing itemsDelete Item – This button, only displayed on existing items and for those users who have rights to delete items. Only items not used in any transactions can be deletedSave Item – This button will save new items and will only be displayed for new itemsCancel New – This button will cancel out of the Add New mode and return to the last item viewedGeneral Info Tab – This section will contain all of the specific item details and will include:Item ID # - A hidden, unique & automated ID # will be assigned to each new item. Users will not have access to this #.Item Type – A required field that will be a drop down list of Inventory, Non-Inventory & Service Item. Users must select one of the 3. The default value for new items will be based on the defaults set in the admin screenItem Name – The name of the item. When a user enters a name here, a check is done to make sure this name is unique. Duplicate names will display a pop-up message. This will be an open text field.Active/Inactive – This checkbox will allow users to make items inactive. Inactive Items will not be displayed within the item list on transactionsUPC/Manufacture Code – This open text field will give users the ability to enter an item UPC or Manufacture code for a specified itemItem Picture – Users will have the ability to add an item picture via a “Add Picture” button. Pictures will be stored in an “Item_Pictures” folder within the main application folder. This folder will be created automatically if it does not existCustom Field 1 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 2 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 3 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Custom Field 4 – This field label and field format will get its information from the admin defaults. Any defaults there will be displayed here.Purchasing Information – This section will contain all of the purchasing details for this item and will includePurchase Description – The description of an item that will appear on Purchase OrdersItem Cost – The cost of the item when purchased. This is the cost that will be displayed on Purchase Orders when the item is selected. An amount is not requiredCOGS / Expense Account – This will be the Cost Of Goods or Expense Account used when purchases of this item are made. This account will default to the account set up for new items in the admin screen (Required?) A drop down list of all Expense & COGS accounts will be available in this drop down listPreferred Vendor – This will be an option field of a drop down list of all active Vendors. Users can enter a preferred vendor hereSales Information – This section will contain all of the fields related to selling this item on Invoices and will containSales Price – The price that will show up on Invoiced when this item is selected. Currency formatSales Account – The Income account associated with this item when this item is sold on an invoiceTaxable – A checkbox which will display if the item is taxableMarkup – A 2-digit decimal field based on the Admin defaults that will automate the Sales price based on the Purchase Price (users will have the ability to edit this % as well as the Sales Price)Inventory Information – This section, only visible for “Inventory” Type items, will include the following:Asset Account – A drop down list of all Asset type Accounts (required for inventory items & default to the Asset account set up in the Admin section)Reorder Point – This numerical value will allow users to set when an item should be reordered. When the Qty on hand reaches this number, or less, then this item will be marked for reorderDefault Purchase Qty – This will be a numerical value in which this item quantity default is set on the Purchase Order when this item is entered. (optional field entry)Qty On Order – This will display the # of these items that are currently On Order, but have yet to be marked as Received. The details here will be pulled from the Purchase Order ItemsQty On Hand – An editable field ONLY for new Inventory Items, otherwise uneditable, that allow users to set a numerical value for current # of items on hand. If this # is anything other than zero, a new ‘Opening Balance Transaction’ will be created based on the Default Opening Balance Equity account (Admin defaults) and the ‘As Of Date’ field belowTotal Value – The value of the total Qty on hand. This # must be a value other than zero IF a Qty On Hand is above zero when saving New Items. For existing items this is an uneditable field.As Of – A date field used when new items are created and the initial Qty On Hand is a value other than zeroPurchase History Tab – This tab will contain all of the purchase history for the specified item. Date Range, From & To Dates, along with a ‘Go To Transaction’ button, or inline button will allow the user to go directly to the original transactionTransaction Type – This column will display the type of transaction such as Purchase Order or BillDate – The date of the transactionTrans. # - The transaction # or referenceName – This would be a Vendor name on Purchases or BillsQuantity – The Quantity of the items ordered or purchasedReceived – This will be a number field to display the quantity received. (for Bills)Sales History Tab – A table containing the last 20 or so Invoice details in which this item was sold. Date Range, From & To Dates, along with a ‘Go To Transaction’ button will be located in the headerTransaction Type – This column will display the type of transaction such as Invoice or Sales ReceiptDate – The date of the InvoiceTrans. # - The Invoice NumberName – This would be a Customer name on Invoices or receipts Quantity – The Quantity of the items sold on an Invoice ore ReceiptInvoicing – Users will be able to customize, create, save as (pdf, excel, picture), email as (pdf, Excel, Picture) with search, previous & next, custom headers & Invoice options.Button Set – A full featured button set to perform various actions for each invoice including the following:Previous & Next Buttons – Allow users to navigate Invoices #’s via these two buttons.Search Invoice Field – A numerical field in which users can enter a # to search & load a previously saved invoice. If a new Invoice is currently un-saved, a warning message must appear stating that the new invoice will not be saved (or cancel out of the search)Print X Copies To [Printer] – This dynamic button will allow users to set both the # of copies to print and via a drop down list on the button, select the printer from a drop down list of printers to print to. This button will look something like this:Create New Invoice – This button, only visible for users who have the rights to create new Invoices and when an existing, previously saved invoices, are displayedSave Invoice – This button, displayed for new invoices only, allows users to save new invoices to the database.Update Invoice – This could be an option when not in shared user mode. Update would allow the user to control when changes get saved to existing Invoices. However, when in ‘shared mode’ when saving or updating all changes would have to be recorded.Save As – This button will allow users to save Invoices in 3 different formats (Excel Workbook, PDF, and Pictures) via a drop down list incorporated within the buttonEmail As - – This button will allow users to email Invoices in 3 different formats (Excel Workbook, PDF, and Pictures) via a drop down list incorporated within the buttonMake Recurring – This button will allow users to make any previously saved Invoice as Recurring. This button will be hidden for new Invoices. When clicked, the Recurring Pop-up will be displayed allowing the users to duplicate this invoice at regular intervals.Duplicate Invoice – This button, displayed only on previously saved Invoices, will allow users to create a new invoice, with all of the details brought over into a new invoice. The new Invoice created, must be saved in order to duplicate it.Delete Invoice – This will allow users to delete an invoice. When Invoices are deleted the Invoice # remains, Invoice status goes to ‘Deleted’ and all values are cleared out. (Invoice #’s cannot be reused). Invoices that have been marked PAID in partial or full cannot be deletedVOID Invoice – This will allow users to Void an invoice. When Invoices are deleted the Invoice # remains, Invoice status goes to ‘VOIDED’, a “VOID” stamp is added and all amounts are set to zero but the invoice details remain. (All related accounting transactions are zeroed out as well. Invoices that have been marked PAID in partial or full cannot be voided.Apply A Payment- This button will send users to the Receive Payments screen with the current Invoice selected from the Open Invoices table.Customize Invoice (Left Panel) – Customize Invoice Panel; A slide out panel to customize invoices and show/hide various Customer & Invoice options, Fields & Controls. The Customize Invoice button will only be visible for users who have the rights to customize templates. When clicked it will open the hidden left pane, giving users to customize the template with the following two-tab option:Invoice Details Tab – This tab will contain all of the Company & Invoice details options. For each option users can choose two display or hide the field label and/or the data. Users will also have the ability to modify the name of the label here as well within this 4 column, 2 tab design. Some of the Invoice-specific details such as Invoice Terms, Due Date & Custom fields will be based on specific cells, while others will be fixed shape-based data and labels.Customer Details Tab – This tab will contain all of the Customer details that can be added on an invoice. For each option users can choose two display or hide the field label and/or the data. Users will also have the ability to modify the name of the label here as well within this 4 column, 2 tab designFinish Customizing – This button will close the Invoice Customizing left panelInvoice Details (Left Side) Customize Invoice – This button will only be displayed for users who have the rights to customize templates set up in the Admin – User Security & Rights area. When this button is clicked it will open up the left pane – customize area. This button will then changes to “Finish Customizing” to allow the users to hide the Custom Left PaneTo Print – A checkbox to set the Invoice To Print (Invoices can be printed in Batches)To Email – A checkbox to set the Invoice To Email (Invoices can be emailed in Batches)Status – Displays the current status of the Invoice – Uneditable – Paid, Unpaid, Voided, DeletedHeader Section – This will include a drop-down list of customers, customer details and any invoice or customer fields that the user has chosen to display and may includeCustomer Name – A drop down list based on Active Customers Names (required). An auto-complete feature will be added so that users can quickly add Customers without having to locate them on the drop down list.Additional Fields – All other additional fields are based on the fields the admin has chosen to display via the Customize Invoice sectionInvoice Body Section – Table containing Items, Description, Qty, Price, Total & Taxable. This table will contain the followingItem Name – This will be a drop down list of all active Items. An auto-complete feature will be added so that users can quickly add items without having to locate them on the drop down list.Item Description – This will default to the Sales Description of the item selected however it can be customized with any textQuantity – This will be the quantity of items sold and will default to 1, but can be updated by the userAmount – This will default to the Item Sales price but can be changed.Line Total – This will be a non-editable formula based on the Quantity times the Amount FieldTax – This is an optional column which will display a checkmark if the item is taxable (set up in the item details). Users have the ability to check, uncheck this on selection. Inline Row Controls – Users will have the ability to perform various functions on selecting of any row with data as follows via a set of icons on the right side of any rowMove Row Up – This will move the current row data up one row (not available on first row)Move Row Down – This will move the selected row down one level (not available on last row)Insert Row Below – This option, when clicked, will insert a new row below the selected rowDelete Row – this will clear the current row of data and move any data below up one row. (Must have a minimum # of rows in an invoice)Invoice Footer – This section will include fields such as subtotals, tax total, payments, sub-total and customer message, based on the customized template settings and could include:Subtotal – A subtotal of all of the line items above (without tax) –Non editableTax – If enabled this will display the Total tax (un-editable)Invoice Total – The Invoice Total (Subtotal + Total Tax)Total Payments – The total amount of payments that have been applied to this invoice (optional – uneditable)Balance – The balance owed on this invoice (optional, un-editable)Custom Notes – A section in which the user can add custom Invoice notes (optional, editable)Invoice Events - This will be a table displaying the history of actions based on this invoice including when it was first saved, modified, printed or email and will include the following Invoice History tableDate & Time – The Date & Time of the Event. The most recent changes will be saved at the topEvent Type – These would include events such as Emailed, Printed, Created, Modified, Voided, Deleted, Made Recurring, or Duplicated.User Name – The user name who completed the action253670294361Screen Shot – This invoice screen may look something like thisCredit Note – Users will be able to customize, create, save as (pdf, excel, picture), email as (pdf, Excel, Picture) with search, previous & next, custom headers & Credit Note options. Button Set – A full featured button set to perform various actions for each Credit Note including the following:Previous & Next Buttons – Allow users to navigate Credit Notes #’s via these two buttons.Search Credit Note Field – A numerical field in which users can enter a # to search & load a previously saved Credit Note. If a new Credit Note is currently un-saved, a warning message must appear stating that the new Credit Note will not be saved (or cancel out of the search)Print X Copies To [Printer] – This dynamic button will allow users to set both the # of copies to print and via a drop down list on the button, select the printer from a drop down list of printers to print to. This button will look something like this:Create New Credit Note – This button, only visible for users who have the rights to create new Credit Notes and when an existing, previously saved Credit Notes, are displayedSave Credit Note – This button, displayed for new Credit Notes only, allows users to save new Credit Notes to the database.Update Credit Note – This could be an option when not in shared user mode. Update would allow the user to control when changes get saved to existing Credit Notes. However, when in ‘shared mode’ when saving or updating all changes would have to be recorded.Save As – This button will allow users to save Credit Notes in 3 different formats (Excel Workbook, PDF, and Pictures) via a drop down list incorporated within the buttonEmail As - – This button will allow users to email Credit Notes in 3 different formats (Excel Workbook, PDF, and Pictures) via a drop down list incorporated within the buttonMake Recurring – This button will allow users to make any previously saved Credit Note as Recurring. This button will be hidden for new Credit Notes. When clicked, the Recurring Pop-up will be displayed allowing the users to duplicate this Credit Note at regular intervals.Duplicate Credit Note – This button, displayed only on previously saved Credit Notes, will allow users to create a new Credit Note, with all of the details brought over into a new Credit Note. The new Credit Note created, must be saved in order to duplicate it.Delete Credit Note – This will allow users to delete a Credit Note. When Credit Notes are deleted the Credit Note # remains, Credit Note status goes to ‘Deleted’ and all values are cleared out. (Credit Note #’s cannot be reused). Credit Notes that have been marked PAID in partial or full cannot be deletedVOID Credit Note – This will allow users to Void a Credit Note. When Credit Notes are deleted the Credit Note # remains, Credit Note status goes to ‘VOIDED’, a “VOID” stamp is added and all amounts are set to zero but the Credit Note details remain. (All related accounting transactions are zeroed out as well. Credit Notes that have been marked PAID in partial or full cannot be voided.Apply A Credit - This button will send users to apply this credit to an open invoice or send a refund to a customer.Customize Credit Note (Left Panel) – Customize Credit Note Panel; A slide out panel to customize Credit Notes and show/hide various Customer & Credit Note options, Fields & Controls. The Customize Credit Note button will only be visible for users who have the rights to customize templates. When clicked it will open the hidden left pane, giving users to customize the template with the following two-tab option:Credit Note Details Tab – This tab will contain all of the Company & Credit Note details options. For each option users can choose two display or hide the field label and/or the data. Users will also have the ability to modify the name of the label here as well within this 4 column, 2 tab design. Some of the Credit Note-specific details such as Credit Note Terms, Due Date & Custom fields will be based on specific cells, while others will be fixed shape-based data and labels.Customer Details Tab – This tab will contain all of the Customer details that can be added on a Credit Note. For each option users can choose two display or hide the field label and/or the data. Users will also have the ability to modify the name of the label here as well within this 4 column, 2 tab designFinish Customizing – This button will close the Credit Note Customizing left panelCredit Note Details (Left Side) Customize Credit Note – This button will only be displayed for users who have the rights to customize templates set up in the Admin – User Security & Rights area. When this button is clicked it will open up the left pane – customize area. This button will then changes to “Finish Customizing” to allow the users to hide the Custom Left PaneTo Print – A checkbox to set the Credit Note To Print (Credit Notes can be printed in Batches)To Email – A checkbox to set the Credit Note To Email (Credit Notes can be emailed in Batches)Status – Displays the current status of the Credit Note – Uneditable – Applied, Unapplied, Voided, DeletedHeader Section – This will include a drop-down list of customers, customer details and any Credit Note or customer fields that the user has chosen to display and may includeCustomer Name – A drop down list based on Active Customers Names (required). An auto-complete feature will be added so that users can quickly add Customers without having to locate them on the drop down list.Additional Fields – All other additional fields are based on the fields the admin has chosen to display via the Customize Credit Note sectionCredit Note Body Section – Table containing Items, Description, Qty, Price, Total & Taxable. This table will contain the followingItem Name – This will be a drop down list of all active Items. An auto-complete feature will be added so that users can quickly add items without having to locate them on the drop down list.Item Description – This will default to the Sales Description of the item selected however it can be customized with any textQuantity – This will be the quantity of items sold and will default to 1, but can be updated by the userAmount – This will default to the Item Sales price but can be changed.Line Total – This will be a non-editable formula based on the Quantity times the Amount FieldTax – This is an optional column which will display a checkmark if the item is taxable (set up in the item details). Users have the ability to check, uncheck this on selection.Credit Note Footer – This section will include fields such as subtotals, tax total, payments, sub-total and customer message, based on the customized template settings and could include:Subtotal – A subtotal of all of the line items above (without tax) –Non editableTax – If enabled this will display the Total tax (un-editable)Credit Note Total – The Credit Note Total (Subtotal + Total Tax)Total Applied – The total amount of applied credits that have been applied to this Credit Note (optional – uneditable)Balance – The balance on this Credit Note (optional, un-editable)Custom Notes – A section in which the user can add custom Credit Note notes (optional, editable) An ‘Edit’ icon will appear (on screen only) which will allow users to open up a Custom Notes Pop-up (same for Invoice). This pop-up will allow users to Add, Update, Delete, View & Select Custom notes to be added into the custom notes fieldInline Row Controls – Users will have the ability to perform various functions on selecting of any row with data as follows via a set of icons on the right side of any rowMove Row Up – This will move the current row data up one row (not available on first row)Move Row Down – This will move the selected row down one level (not available on last row)Insert Row Below – This option, when clicked, will insert a new row below the selected row Delete Row – this will clear the current row of data and move any data below up one row.Credit Note Events - This will be a table displaying the history of actions based on this Credit Note including when it was first saved, modified, printed or email and will include the following Credit Note History tableDate & Time – The Date & Time of the Event. The most recent changes will be saved at the topEvent Type – These would include events such as Emailed, Printed, Created, Modified, Voided, Deleted, Made Recurring, or Duplicated.User Name – The user name who completed the actionReceive Customer Payments & Apply Credits – This screen gives the user to Receive payments from customers. Payments can be applied to 1 or more invoices. Payments are automatically recorded in the default ‘Undeposited Funds’ account set up in the Admin area. This screen will consist of the following features:Received From – A drop-down list of Customer Names (autocomplete)Balance – Displayed the balance of the selected customer (un-editable)Amount – Currency Formatted field. Amount the customer has paid (required)Payment Method – A drop-down list of payment methods set in the admin screen. (required)Payment Date – A date field with a shape-based pop-up calendar (defaults to current date. Required)Ref/Check # - An open text field in which users can add a reference or check # (optional)Summary – Top right section will contain a summary that includes:Total Amount Due – This is the total open balance from the selected customerTotal Payments – This is the total payments that are being appliedTotal Credits – This would be the total Credits being appliedEnding Balance – This will be the Customer Balance once the Payments & Credits are appliedButton Set – This will be the payment set for recording transactions and will containSave – This will save the current payment and display a fade out messageSave & New – Button will save the current payment and clear the form for the next paymentClear – This will create the form without saving any payment or credit informationMake Recurring – This button will display a Recurring Pop-Up which will allow the user to make this payment recurring. This can be helpful when customers make regular and recurring payments at regular intervals.Prev. – Will allow the user to navigate to the previous PaymentNext – Will allow the user to navigate to the next PaymentOpen Invoices Table – (Left side) This will consist of all Open/Unpaid Invoices for the selected customer and include the following columnsSelection Checkbox – Users can select specific invoices which are applied to the payment.Invoice Date – The date of thee Invoice (un-editable)Invoice # - The Invoice Number (un-editable)Original Amount – The Amount of the Invoice (un-editable)Amount Due – The Due Amount of the Invoice (Invoice Amount – All Previous Payments) (un-editable)Payment Amount – Open Currency formatting field which, when the line is selected, will either default to the amount due or the payment amount, whichever is less. Payment amounts are editable but cannot go over Amount Due. Unused Credit Table – (Right Side – minimum width) This table will display any/all open Credit’s which still have an open balance (Open credits are those Credit Memos which have not been applied to an invoice or refunded to the customer). This table will not be visible if there are no open Credits. When visible will contain the followingSelection Checkbox – Users can select the specific Credits they would like applied to Invoices (in the left table)Credit Date – The Date of the Credit Memo (un-editable)Credit # - The Unique Credit Memo # (un-editable)Original Amount – The Original Credit Memo Amount(un-editable)Available Amount – The Available Credit Amount that can be applied (un-editable)Credit Amount – The amount that the user would like to credit. This will default to the Available Amount but can be changed by the user.76263559512200Design Ideas - This screen may have some design similarities as the one belowPurchase Orders – Users will be able to create, save as (pdf, excel, picture), email as (pdf, Excel, Picture) with search, previous & next, custom header & Purchase Order options.Button Set – A full featured button set to perform various actions for each Purchase Order including the following:Previous & Next Buttons – Allow users to navigate Purchase Orders #’s via these two buttons.Search Purchase Order Field – A numerical field in which users can enter a # to search & load a previously saved Purchase Order. If a new Purchase Order is currently un-saved, a warning message must appear stating that the new Purchase Order will not be saved (or cancel out of the search)Print X Copies To [Printer] – This dynamic button will allow users to set both the # of copies to print and via a drop down list on the button, select the printer from a drop down list of printers to print to. This button will look something like this:Create New Purchase Order – This button, only visible for users who have the rights to create new Purchase Orders and when an existing, previously saved Purchase Orders, are displayedSave Purchase Order – This button, displayed for new Purchase Orders only, allows users to save new Purchase Orders to the database.Update Purchase Order – This could be an option when not in shared user mode. Update would allow the user to control when changes get saved to existing Purchase Orders. However, when in ‘shared mode’ when saving or updating all changes would have to be recorded.Save As – This button will allow users to save Purchase Orders in 3 different formats (Excel Workbook, PDF, and Pictures) via a drop down list incorporated within the buttonEmail As - – This button will allow users to email Purchase Orders in 3 different formats (Excel Workbook, PDF, and Pictures) via a drop down list incorporated within the buttonMake Recurring – This button will allow users to make any previously saved Purchase Order as Recurring. This button will be hidden for new Purchase Orders. When clicked, the Recurring Pop-up will be displayed allowing the users to duplicate this Purchase Order at regular intervals.Duplicate Purchase Order – This button, displayed only on previously saved Purchase Orders, will allow users to create a new Purchase Order, with all of the details brought over into a new Purchase Order. The new Purchase Order created, must be saved in order to duplicate it.Delete Purchase Order – This will allow users to delete a Purchase Order. When Purchase Orders are deleted the Purchase Order # remains, Purchase Order status goes to ‘Deleted’ and all values are cleared out. (Purchase Order #’s cannot be reused). Purchase Orders that have been marked PAID in partial or full cannot be deletedVOID Purchase Order – This will allow users to Void a Purchase Order. When Purchase Orders are deleted the Purchase Order # remains, Purchase Order status goes to ‘VOIDED’, a “VOID” stamp is added and all amounts are set to zero but the Purchase Order details remain. (All related accounting transactions are zeroed out as well. Purchase Orders that have been marked PAID in partial or full cannot be voided. Add Items Based On Minimum Required – This button will automatically add items which have reached or fallen below the minimum stock levels AND where the selected Vendor is the preferred vendor. When this button is selected, those items will be added to the PO.Create Item Receipt/Bill - This button will create an item receipt/ Bill brining all items from the Purchase Order to the Receipt/BillCustomize Purchase Order (Left Panel) – Customize Purchase Order Panel; A slide out panel to customize Purchase Orders and show/hide various Vendor & Purchase Order options, Fields & Controls. The Customize Purchase Order button will only be visible for users who have the rights to customize templates. When clicked it will open the hidden left pane, giving users to customize the template with the following two-tab option:Purchase Order Details Tab – This tab will contain all of the Company & Purchase Order details options. For each option users can choose two display or hide the field label and/or the data. Users will also have the ability to modify the name of the label here as well within this 4 column, 2 tab design. Some of the Purchase Order-specific details such as Purchase Order Terms, Due Date & Custom fields will be based on specific cells, while others will be fixed shape-based data and labels.Vendor Details Tab – This tab will contain all of the Vendor details that can be added on a Purchase Order. For each option users can choose two display or hide the field label and/or the data. Users will also have the ability to modify the name of the label here as well within this 4 column, 2 tab designFinish Customizing – This button will close the Purchase Order Customizing left panelPurchase Order Details (Left Side) Customize Purchase Order – This button will only be displayed for users who have the rights to customize templates set up in the Admin – User Security & Rights area. When this button is clicked it will open up the left pane – customize area. This button will then changes to “Finish Customizing” to allow the users to hide the Custom Left PaneTo Print – A checkbox to set the Purchase Order To Print (Purchase Orders can be printed in Batches)To Email – A checkbox to set the Purchase Order To Email (Purchase Orders can be emailed in Batches)Status – Displays the current status of the Purchase Order – Uneditable – Open, Rec.-Partial, Rec.-Full, Voided, DeletedHeader Section – This will include a drop-down list of Vendors, Vendor details and any Purchase Order or Vendor fields that the user has chosen to display and may includeVendor Name – A drop down list based on Active Vendors Names (required). An auto-complete feature will be added so that users can quickly add Vendors without having to locate them on the drop down list.Additional Fields – All other additional fields are based on the fields the admin has chosen to display via the Customize Purchase Order sectionPurchase Order Body Section – Table containing Items, Description, Qty, Price, Total & Taxable. This table will contain the followingItem Name – This will be a drop down list of all active Items. An auto-complete feature will be added so that users can quickly add items without having to locate them on the drop down list.Item Description – This will default to the Sales Description of the item selected however it can be customized with any textQuantity – This will be the quantity of items sold and will default to 1, but can be updated by the userAmount – This will default to the Item Sales price but can be changed.Line Total – This will be a non-editable formula based on the Quantity times the Amount FieldTax – This is an optional column which will display a checkmark if the item is taxable (set up in the item details). Users have the ability to check, uncheck this on selection.Purchase Order Footer – This section will include fields such as subtotals, tax total, payments, sub-total and Vendor message, based on the customized template settings and could include:Subtotal – A subtotal of all of the line items above (without tax) –Non editableTax – If enabled this will display the Total tax (un-editable)Purchase Order Total – The Purchase Order Total (Subtotal + Total Tax)Total Payments – The total amount of payments that have been applied to this Purchase Order (optional – uneditable)Balance – The balance owed on this Purchase Order (optional, un-editable)Custom Notes – A section in which the user can add custom Purchase Order notes (optional, editable) Users can click an edit icon (not visible on printed copies), that will display a pop-up in which users can select, add, update & delete Custom Messages used in these custom notes.Inline Row Controls – Users will have the ability to perform various functions on selecting of any row with data as follows via a set of icons on the right side of any rowMove Row Up – This will move the current row data up one row (not available on first row)Move Row Down – This will move the selected row down one level (not available on last row)Insert Row Below – This option, when clicked, will insert a new row below the selected rowDelete Row – this will clear the current row of data and move any data below up one row.Purchase Order Events - This will be a table displaying the history of actions based on this Purchase Order including when it was first saved, modified, printed or email and will include the following Purchase Order History tableDate & Time – The Date & Time of the Event. The most recent changes will be saved at the topEvent Type – These would include events such as Emailed, Printed, Created, Modified, Voided, Deleted, Made Recurring, or Duplicated.User Name – The user name who completed the actionAttachments Sheet - This sheet will display all of the Vendor & Customer Attachments in the application. Users can sort, filter, open and delete any attachments with this screen (NOTE: The AttachmentsDB sheet will hold all of the original attachments dataTop Header Button Set – The following buttons will be added on the top headerOpen – This will open the selected attachmentDelete – This will remove the selected attachment from the database and refresh the list (Note: The row within the database will remain with the original Attachment #, however all other details will be removed) This assures data integrity for all other usersFilter By – The ability to filter attachments by several settings including:Added On – A From & To Date filter fields in which the user is able to filter attachments by the Date Added fieldAdded By – An open text field in which users are able to filter attachments by user who added the attachmentName – This would be the Vendor, Customer or other name assigned to this attachmentFile Name – this would be the file name of this attachment.Attachment Type – A text field in which users can enter full or partial attachment typesSort By – Clicking on the headers will allow users to sort by any field either ascending or descending. Attachments Table – This table will display all relevant attachment information. Users can select any row within the table however data within the table is not editable. The attachment table will includeAdded On – The date in which the attachment was addedAdded By – The Username of the user who added the attachmentName – This would be the Vendor or Customer name assigned to the specific attachmentFile Name – The name of the attachment fileFile type – The type of the attachment in extension format (xlsx, pdf, jpg, etc)Notification Center – This screen will allow users to create Email templates & pop-up notifications for a variety of triggers within the application. Users will be able to create subjects & messages with dynamic variables & attach files & reports within each template as well as schedule the emails to be sent before or after those triggers. There may be two type of Email templates, those that are user-generated and those that are original templates. While users can disable any email automation, some cannot be deleted as they are original templates. This screen will include the following features: Button Set – A full button for email templates will be available as follows:Add New – This button will give the users the ability to add a new Notification and will clear out any existing notification in the formSave – This button will save new notifications and will only be displayed in the Add New mode.Cancel New – This button will load the previously displayed notification (or the first one in the list). This button will only be displayed for new notificationsDuplicate – This button will allow users to duplicate a specific notifications. Duplicated notifications must be ‘Saved’ once they are duplicated.Delete Notification – This button will delete notifications and will only be displayed on existing, previously saved, notificationsHeader Section – This section will display all of the details for each email, including the trigger type, send details & Timing, Subject, Message, notification & Other Details. The details of the notification will appear in the form when selected from the table below. This section will include the following:Notification Name – The name the user will assign to the notificationNotification Trigger – This will be a drop down list of notification triggers. This field is required and will originate in the developers sheet and will include the following items (more will be added):Invoice Created – Each Invoice created can trigger an email and/or notificationUnpaid Invoice Due Date – Emails and/or notifications can be send based on the Due Date of an unpaid InvoiceNew Customer – Each new Customer created can trigger an email and/or notificationNew Vendor – Each new Vendor created can trigger an email and/or notificationPurchase Order Created – Each new Purchase Order created can trigger an email and/or notificationFull Invoice Payment – When an Invoice is paid in full it can trigger an email and/or notificationPartial Invoice Payment – When a payment is made that partially pays an invoice an email and/or notification can be triggeredInventory Low Stock Level – When an Inventory Item reaches at or below its minimum stock level an email and/or notification can be triggeredApplication Update Available – When there is an application update an email can be triggeredUnpaid Bill Due Date - This will trigger an email and/or notification based on an unpaid bill due dateUser Password Reset – This will trigger an email and/or notificationScheduled & Timed Notification- This trigger Type can send an email based on time & date (1 – time/ recurring)Frequency # - This number field will allow users to enter the number tied to a frequency based on the trigger selectedFrequency Duration – This will be a drop down list based on the duration of the frequency & trigger used (Ex. Days, Weeks, Months)Create At Time – A drop-down list of times which will set the time the email is to be sent or notification is to be displayed (Note: This field is only visible for the ‘Scheduled & Timed Notification”Trigger Details – This text field will display the details of the trigger and when the email/notification would be created & sentLast Notification – A date & time in which this notification was last triggered (Blank if a new notification)Next Notification – This will be the scheduled Date & Time of the next notification based on the frequency (Only visible for ‘Scheduled & Timed Notifications’ triggers)Email Notification – The following fields will be available for the Email section of this notification, will work directly with Outlook, and will include:Enable/Disable Email Checkbox – This option will enable or disable the automated email notificationDisplay Email Before Sending – When this option is checked the email will display first before being sent through Outlook.Sent From – This will be a drop down list of current users. The email will only be sent from the specified users’ machine and this user must have Outlook setup and running.Email To – This field will allow users to enter specific email Addresses or email variablesEmail CC - This field will allow users to enter specific CC email Addresses or email variablesEmail BCC - This field will allow users to enter specific BCC email Addresses or email variablesSubject – Users can enter specific text and variables within the Email subject lineMessage – This large text field will allow users to enter an email message along with any variablesAttachments – These 3 fields will allow users to enter up to 3 attachments per email and will include a pop-up browse button & delete button when one of the 3 attachment cells are selected. Selected attachments will be copied over to a new folder in the Main company folder called “Email Attachments” so that any user can send attachmentsReports – These 3 fields will each be a drop down list of all reports & custom reports. Users can attach up to 3 reports to be emailed (in pdf format). The Sent From user must have viewable rights to send reports. Any PDF Reports created will be saved within the Email Attachments folder based on the Report Name, Time & Date to create unique file names.Pop-Up Notifications – Users can have the ability to add pop-up notifications which will appear on a user’s screen if enabled. The text of these notifications can contain variables as well. This pop-up notification section will contain the following:Enable/Disable Checkbox – This option gives the user the ability to Enable or Disable these pop-up notificationsNotify User – This drop down list will consist of an alphabetized list of all users and include an [All Users] option at the top of the list.Notification Text – This large text field will allow users to enter text & variables that will display in the pop-up notificationNotification Pop-Up Note – For display purposes only. This will be the pop-up note that appears on the users screen when triggered.Dynamic Variables – This section will list all of the available variables and a short description in list form, based on the trigger selected. Dynamic variables & their descriptions will be stored within the Developers sheet. This variable list, within this notification screen is un-editable and for viewing purposes onlyNotifications Table - All existing & previously created Notifications. Selecting on any email template displays the details in the header section. The Table will contain all of the fields used within the Email & Notifications form above. Values within the table are not editable however users can select any item in the table to display the details above165963316865Screen Shot – A sample screen may look something like this:Email Send Log - This table will display all previously sent emails, along with all of the details associated with the email. Users will be able to sort & filter emails within this table. NOTE: The actual Email Log Database will be stored in a hidden sheet called EmailsDB”Button Set – Only a single ‘Delete Log Item’ button will be available and only to those users who have rights to delete lot itemsLog Form – This form will display all of the selected email log details (from the table below) and will include the following, uneditable details:Sent On Date & Time – This will display the date & time in which the email was sentSent From – The username in which this email was sent fromSent To – The Email address in which the email was sentCC Email – Any CC Emails in which this email was sent toBCC Email – Any BCC emails in which this email was sent toEmail Subject – The Subject of the emailEmail Message – The Message of the emailAttachments – A list of up to 6 attachments (if any) sent along with the emailLog Table – A basic table displaying all of the previous emails. Only Admins have the ability to delete/ modify this table. NOTE: The actual Email Log Database will be stored in a hidden sheet called EmailsDB”. This table will contain the following:One Click Sort – Users will be able to click on any column to sort the emails.Table Filters – Users can enter text or dates to filter numerous columns within the table.Clear Filter Button – This button will clear any filters and load all of the emails from the main EmailsDBTable Content – The table will contain all of the content within the Log Form fields aboveRow Selection – Selecting any email within the row below will display the details within the Log Form above and highlight the selected rowDashboard Reporting – Full single-click dashboard with various reports, graphs & charts. This will include user-generated custom reports along with full filter & sort options with multiple reports from a single sheet.Header Button Set – Full featured button Set including the following buttons & features:Save As – Users will have the ability to save reports as PDF, Excel Workbook, Picture or Custom Report via a drop down list. (Defaults for this button will be set up in the Admin > Reports section )Email As- Reports can be emailed as PDF, Picture or Excel Workbooks via a drop-down list. (Defaults for this button will be set up in the Admin > Reports section)Print To – A drop down list of current machine printers, which will be a unique list per user. (Defaults for this button will be set up in the Admin > Reports section )Custom Reports – This button will display a Custom Reports panel in which all previously created custom reports are displayed. Clicking on any of these report will display the report details. (A Hide Custom Reports button will then be displayed to close the panel)Toggle Columns – This button, displayed only for applicable reports, will open up a pane that allows users to show/hide columns based on checkboxes. (A Hide Toggle Columns button will be displayed when Toggle columns pane is opened)Clear Filter – This button will be displayed for reports that have filter capabilitiesDate Range – This drop down list will contain all of the Date Ranges set up in the Developers sheet.From Date – This Date field will default to the From Date based on the selected Date Range selected. This date field will also contain a shape-based pop-up calendar icon which will allow the users to open up the pop-up calendar when selected.To Date - – This Date field will default to the To Date based on the selected Date Range selected. This date field will also contain a shape-based pop-up calendar icon which will allow the users to open up the pop-up calendar when selected.Set As Default Date Range – This button/option will allow users to set a default Date Range for a specific report. (per user, not a global setting) Compare Previous Period – This checkbox, visible only on reports that have date range capabilities, will add a new column within Left Pane – Listing of all reports, charts & graphs to be displayed on a single click. Reports in this Phase 1 will include:Company Overview – A quick look dashboard report displaying small views of critical company health such as Profit & Loss, Late Invoices (A/R), Bills To Be Paid (A/P), Cash Flow Summary, etc. This report will include small graphs and basic data allowing with a ‘Full View’ link text within each mini report which will launch the full reportProfit & Loss – This report will display the company’s profit & loss based on the date range. This report will have drill down capabilitiesIncome Statement – A summary of the Income Earned along with the Expenses Incurred resulting in the Net Profit over a given period of time. Gross Income – Cost Of Goods Sold (COGS) = Gross Profit. Gross Profit – Other Expenses = Net ProfitBalance Sheet – A summary of the total Assets, Liabilities & Owners Equity at any given point in time (Single Date Field visible). Example: Balance Sheet As Of 10/10/2020Cash Flow Calendar – A visual Calendar displaying cash flow on a calendar basis and should display Current/Expected Assets, Liabilities & Equity based on previous, current and future transactions.Accounts Payables – A list of outstanding bills & payables including all of the detail and a double-click feature to view original transaction (Date ranges disabled)Accounts Receivables – A list of outstanding & unpaid invoices and their respective details. A double click on any row will open up the respective invoice. (Date ranges disabled)Customer Open Balances – A list of customers, and their details, along with the open balances (unpaid invoices). (Date ranges disabled)Vendor Balances – A list of Vendors, and their detail, along with the open balances (unpaid bills) (Date ranges disabled)Customer Payments – A list of customer payments and their details, based on the given date range above.Bill Payments – A list of bill payments, and the associated details, based on the given date range above.Current Inventory Report – A list of current Inventory, along with an open column used for adjusting used for writing in current inventory values (Date ranges disabled)Reorder Inventory Report – A list of Inventory items which are at, or below, minimum stock requirements (Date ranges disabled)Inventory Sales Report – A list of inventory items, based on their sales details, for a given date range (Date ranges disabled)Changes In Equity Statement – A statement detailing the changes in equity based on the date ranges above.Display Columns – Slide out pane that can hide/ show columns based on selection of headers. A single click will allow users to hide/display columns based on this checkbox (available for table-based reports)Custom Reports – Slide out pane that can display all previously saved custom reports. Single click to display. Users will have the ability to Update, Rename & Delete these Custom reports if permissions available in Admin > User rights & security screenMain Section – Display the report, graph or chart that has been selected and may have the following features based on the type of report or graphHeader Filtering – Some reports, if in table form, may have the ability to be filtered by entering text, dates or numbers within the headersHeader Sorting – Reports may also have the ability to be sorted by single clicking on the report header. Columns that contain the sort will contain an up or down triangle before the header text.Double Click To Open – Some reports may have the ability to double click on a transactionDrill Down Capabilities – Reports & Graphs can have different features based on the report features. Some reports have the ability to filter data based on details entered within an header.63551349733Screen Shot – The Dashboard may look similar to this:Change Log – If enabled in Admin, changes by username, date & time will be logged. Ability to ‘Undo’ changes as well. Only users with rights will have access to this screen. IMPORTANT NOTE: This is a ‘nice to have feature’ so if it is determined that this causes a large application slowdown, the feature may not be added, or only added only for financial transactions.Button Set – A basic button set as followsUndo Changes – This option will undo changes of the selected transaction (This feature may add a lot of lag and delay on the system, so it is up for consideration)Delete Selected Change – This option will delete the selected changeDelete Change History from x to y – This option will give users to delete a change history based on a specified date range. When this option is selected all changes within that time period will be deleted from the systemForm Details – A simple form to display the changes, user, change time & date along with the cell, sheet and changes. Fields within this form are un-editable. This form will include the followingChange Date & Time – The time & date of the changeUsername – The user who made the changesChange type – The type of change madeChange Details – The details of the changeChange Table – A table below listing all of the changes. A fixed and frozen header. Automated scroll to last change (bottom) on sheet activate. All users will not have the ability to make changes directly within the table. This table will include all of the details above includingSingle Click Sort – Users will have the ability to sort the table based on the single click headers. The default sort will be from oldest to newest with auto-scroll to the bottom of the list (header section & form frozen)Filterable Headers – Users will have the ability to filter by date & usernameAll Table Data – All of the data based on the above formDynamic Wizard – Create a help wizard to walk new users though the basics of an application. (Options within Admin screen)Button Set – users will have the ability to Add, Edit, Update, Save & Delete Wizards as follows:Save – This button will be displayed only for new Wizards Steps that contain all of the required fieldsCancel New – This button, displayed only in the ‘add new mode’, will cancel out of the New mode and revert back to a previously saved Wizard Step (only if there are existing, previously saved, steps.Add New – This button will clear the form and open the add new form to add newDelete – This will delete the selected Wizard Step. Displayed only for existing Wizard stepsMove Up – This will move the selected Wizard Step up one level (Only visible for previously saved steps)Move Down – This will move the selected Wizard step down one level (Only visible for previously saved steps)Form Details – Display selected Wizard Step include the following:Wizard # - This will allow users to set the step # of the wizard. If the step added is any step # other than the last step, all other steps get moved back 1 levelWizard Step Name – A short name for the wizard stepWizard Category Field– This will be a drop down list based on a Wizard Category Table on the right side (Up to approx. 15 categories) will help users create multiple wizard series. For example, if you have a Wizard Category for Invoicing, this gives users & developers the ability to run just the Wizard for Invoicing. Wizard Category List – A simple list in which the user can create a list of categories to be added to a wizard.Sheet Name – A drop down list of sheets. Users are required to assign a sheet to each Wizard. The list of Wizard sheets is located in the Developers sheetWizard Cell – This is the cell address of the attached cell in which the wizard or help will describe. Users can enter relative cells such as D4 or AB1. The wizard will automatically be displayed next to this cell (This field is required to save the wizard)Wizard Text – This a large text field which will display the instructions or text to the user in a pop-up shape form as they move through the wizardWizard Table – Contains all of the Wizard data based on the form above. Selecting any row in the table, loads the details above.Application Update - This feature will allow users to update their current copy from previous versions of the applicationOne Click Import - The application version will be listed within the Developers sheet. Once a new version is available users will have the ability to open it from the shared folder. This procedure will save & close their current version, and with the updated version allow them to browse for their previous version. Once found and confirmed, the update process will transfer all global & user data from the old workbook to the new workbook. The old workbook is then archived and ‘User Version’ data in the developers sheet is updatedDevelopers Sheet – This will be a hidden sheet that will contain lists, tables & settings that will always be kept hidden. All users, even Admins, will not have access to this sheet.Version Control – Contains both Admin. Version # and User Version # - (Compare on Sync)Licensing Information – Application, User & Machine Details stored hereAccount Types – A static list of account Types used to create new account types and will include – Income, Cost Of Goods Sold (COGS), Expenses, Asset, Liability, EquityAccount Categories – Assets, Liabilities & Equity have the ability to have categories as followsAssets – (Bank, Cash, Fixed Asset, Accounts Receivable, Other Asset)Liabilities – (Loan, Credit Card, Accounts Payable, Long Term Liability, Other Liability) Equity – (Owner’s Equity, Shareholders Equity)List Of Accounts By Type – Unique, updated account lists will be organized & alphabetized by Account Type. Each time an account is added, status (active/inactive) or name is modified a macro must run to resort & update this list for each user. NOTE: Account list must accommodate Account #’s If this is selected in the Admin screen. The lists are as follows:Income Accounts Expense & COGS AccountsEquity AccountsAsset AccountsLiability AccountsAsset, Liability & Equity AccountsAll AccountsTransaction Types – (Check, Deposit, Invoice, Rec’d Pmnt., Bill, Bill Credit, Bill Pmnt., CC Charge, CC Credit, Transfer, Expense, Journal Entry)General Ledger Header – Headers within the general ledger will be dynamic based on the Account Type Selected. Those dynamic titles will be saved in this tableDate Range Table – A list of Date Ranges used throughout the application, along with a Previous Period Date Range which can be displayed on applicable reports.Cell Number Format Table – A list of Field types (Currency, Date, List, Number, Percent, Text, Time) along with their respect cell formatsUser List – This will be a list of Alphabetized users along with an item called “[All Users]” at the top of the list. This is used in the Notifications screen. Each time a new user is added the list is re-sorted on a per-machine basis.Automated Tab Sequence Table – This table will keep a list of sheets, & cells, ranges in which the tab sequences are kept.Vendor/Customer List – A combined list of all Vendors & Customers that will be available in the drop-down list of names for transactions. This list will automatically be sorted each time a new Vendor or Customer is added, or when a Vendor or Customer Name changes. A separate Update Customer Vendor List, True/False setting must be synced with all users so that their individual lists are also updates (at the end of the sync macro)Shape Based Calendar – Add all of the necessary formulas for the shaped based pop-up calendar, along with a backup shape-based calendarCustom Invoice Details – A list of Invoice details that are loaded when loaded when an admin customizes an invoice. Custom Field Lists – When ‘List’ is chosen as a Custom Field type, their data needs to be stored within hidden lists in the application and displayed in form pop-ups. These Lists can be stored on this sheet. The Following will each have 4 lists:Customer Custom FieldsVendor Customer FieldsInventory Custom FieldsService Item Custom FieldsList Of Countries – Drop Down list used for Vendors & Customer Addresses as well as Company InformationWizard Sheet List – This is a list of sheets within the workbook users can assign to wizards. Some sheets, such as database sheets, should never be visible to a user, and therefore only a selection of sheets should be added to this list. Sheets must be spelled correctly based on the sheet names in the workbookFrequency Table? – This table will list all of the frequencies used in recurring transactions to help automate and guide recurring transactions, based on dates, days, months & years.Email Triggers - A list of Email Triggers along with their descriptions will be held in this table Triggers are used in the Email Templates ScreenEmail Triggers With Variables & Descriptions – Each email trigger will contain a set of variables in one column, along with a short description of that variable in the next column which can be added to emails & notifications. For Example. “Overdue Invoice” trigger can contain variables such as Customer Name, Invoice #, Invoice Balance, etc. For each trigger a large set of variables will be added.Custom Ribbon Toolbar - Create a custom toolbar with themed icons for easy user access and viewing.Custom Icons – Create & Add custom Icons for an easy access by usersLimited User Access – Toolbar can have limited functions and access based on logged in users’ rights & securityGroups – Ribbon will use Custom Groups & TabsSummaryThe Accounting Application, as detailed above will contain all of the required components to run full accounting for small & medium sized business. This will cover full Chart Of Accounts, Invoicing, Inventory A/P, A/R, multi-user sharing & global sync and a robust dashboard. Future phases of the application, not included in this Phase 1 build, can contain bank account syncing, mobile app transaction entries & reporting, employee management & payroll, plus additional user-requested features.Most change orders will be put on a Future Phase list however any critical components that are introduced during the development process, or simple modifications to enhance the application, will be considered within this first build.Because this development is part of a Mentorship Program and taught in weekly, 90 minute, intervals and pull ideas from all of the members who are part of the initial launch, the development could take 7 to 10 months to complete.On final release of this application, a full application will be given, free of charge, to all members who have gone through all of the lessons.Any bugs or issues found should be brought to my attention where they will be fixed, and a new release will be made available. ................
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