Manual Pengguna

User Manual (English)

Summary

Manual Pengguna SYNTAX ACCOUNTING (Bahasa Inggeris)

Dashboard
Customer
Accounting
Sales
Purchase
CRM
Support
Knowledgebase
Order
Documents
Tasks
Calendar
Products & Services
Reports
Dashboard

The Dashboard provides you with a quick overview of your business status.

  1. Net worth
    In business suite, it’s the total value of your bank accounts balance.
  2. Cash Flow
    How much you made and how much you spent last 12 months.
  3. Expense by category
  4. Numbers
    Total of customers, leads etc.
  5. Income vs Expense
    You will find 2 widgets. One for Income and Expenses breakdown by days of current month. Another is a pie chart which shows how much did you earned this month and how much did you spent.
  6. Account Balances
  7. Calendar quick view
  8. Invoice statistics 
    Total invoice generated, total paid amount etc.
  9. Sales
Creating a Customer Account

Your Customer

Business Suite’s integrated customer management solution gives you a 360-degree view of customers-helping to improve customer satisfaction, provides you with functions and processes in the areas of customer service, customer invoices, quotes, transactions, interactions, orders etc. management.

Creating a Customer Account

To create customer Go to Customers → Add Customer

  • You can create Company or select existing companies when creating customer. Company is optional field. Please note that, here “Company” is not your company. It’s customer’s company.
  • When creating customer the only required field is “Full Name” you can add additional infos anytime.
  • To enable customer portal for this customer, you will have to Add an email / username also Password.
  • Customer can also register themself from the Customer Portal
  • If you do not want to send “Welcome Email” uncheck the Welcome Email field checkbox

Do you want to Add custom Fields for Customers ?

Go to Settings → Custom contact fields

Customer List

All customers will be shown in Customers → List customers

You can also do following things in that page-

  • You can select customers and Send bulk email
  • You can select customers and assign to specific groups
  • You can perform bulk delete for customers
  • Export customers as csv file
  • Import customers from csv file
  • Export as pdf
Companies

You can add individual customers or you can add customers under a “Company”

To create and manage companies Go to Customers → Companies

By clicking on the company name-

  • You can write memo / notes for this company
  • View all the customers under this companies
  • View invoices, orders, transactions, quotes etc for this company

Would you like to disable the companies Feature ?

If you do not want this feature you can disable it from Settings → Choose Features. By disabling this, the Companies menu will be disappeared and will not be shown in Dashboard.

Bank & Cash Accounts

You will find all your Bank & Cash Accounts in Accounting → Accounts. In that page you will able to-

  • See balances breakdown, cash flow. Like Total in and out & the current Balances
  • You can Record initial balance as Equity

What is Equity ?

Here, your initial Bank balance is considered as Equity. In reports the initial balance will not be considered as Income or Expense.

Your bank balance will be calculated as Follows-

(Total Equity or Initial Balance + Incomes) - Expenses

So, your balance will be reflected in real time. If you see your Actual bank balance does not match with the balance here, check your have missed any transactions to record or a transaction has wrong amount. By editing your transaction or adding new transaction, it will reflect in your Networth / Bank balances in real time.

Adding Bank & Cash Account

To add a bank or cash account-

  1. In the Accounting menu, select New Account.
  2. Put Account Title / Account Name
  3. Put initial balance, keep blank if it does not have any balance [ Current balance of your Account as of Today ]
  4. (optional) Account number
  5. (optional) Bank contact person
  6. (optional) Bank phone number
  7. (optional) Internet bank url
  8. Click Save
  9. Success! You should see the name of your new account in the list.
Account Balances

To get All Accounts Balances, Navigate to Accounting → Accounts

In that page, you will see all Accounts with current balances including how it’s calculated.

How it determines current Balance ?

Your current balance = ( Equity + Total in ) – Total out

Take this for an example-

You have created an Account with name “A” with initial Balance RM120. And then, you have spent RM10 to pay a server bill. And then you have received an amount of RM400.

So your current balance would be-

Equity (Initial balance): RM120.00

Total in: RM400.00

Total out: RM10.00

Your current balance = (120.00+400.00)-10 = 510

Note: if you are using multi currency, your balance will be shown as your Home Currency by converting the amounts.
Deposit

Record an Income of your Business

Go to Accounting → New Deposit

  • When adding Deposit, by default your Home Currency will be selected automatically
  • When entering the “Amount” the number format will be formatted using your selected currency. For example- For RM  it would be “.” as decimal and for EUR it would be ‘,’ as decimal
  • (Required) Date of the transaction. By default it will be selected today’s date
  • (Required) Description of this transaction
  • (Optional) To tag a transaction, just write the text and click Enter
  • (Optional) You can choose category for this transaction
  • (Optional) Choose Payer for this transaction. For example you can choose your customer from the list as Payer. Later you will be able to see this transaction on customer view page
  • (Optional) Ref or Reference of this transaction like transaction id, Cheque no etc.
  • (Optional) Payment methods. Like Cash / Credit Cards etc.
Account to Account Transfer

To make Account to Account Transfer Go to Accounting → Transfer

  • Choose From account / Source account
  • Choose To account / Destination account

When to use Transfer?

Example 1: You have withdrawn a small amount from your Bank Account. So you are transferring Bank Account to your Cash or Petty Cash Account. So, this would be a Transfer not an Income or Expense.

Example 2: You have transferred one Account to another account via Online Banking.

Expenses

Record an Expense of your Business

Go to Accounting → New Expense

  • When adding Expense, by default your Home Currency will be selected automatically
  • When entering the “Amount” the number format will be formatted using your selected currency. For example- For RM it would be “.” as decimal and for EUR it would be ‘,’ as decimal
  • (Required) Date of the transaction. By default it will be selected today’s date
  • (Required) Description of this transaction
  • (Optional) To tag a transaction, just write the text and click Enter
  • (Optional) You can choose category for this transaction
  • (Optional) Choose Payee for this transaction. For example you can choose your supplier from the list as Payee. Later you will be able to see this transaction on supplier view page.
  • (Optional) Ref or Reference of this transaction like transaction id, Cheque no etc.
  • (Optional) Payment methods. Like Cash / Credit Cards etc.
Creating Invoice

Creating an invoice is one of the  most common things you do in Business, and Business suite makes creating and sending invoices easy.

  1. Click on Sales from the main menu and select New Invoice.
  2. Under Create an Invoice, you can do the following-
    • You can choose custom Invoice number, Invoice Prefix for each invoices.
    • Select a Customer from the drop down or Add new customer if needed
    • Choose a Date for the invoice (Invoice issued date) , a Due Date for payment ( Payment Terms)
    • You can add a title for the invoice
    • Add items with quantity and price
    • Select Tax from the dropdown ( Choose None, if Tax is not applicable )
    • Add invoice terms which will be shown in invoice preview, pdf etc.
  3. Click Save to Save and continue editing. Click Save & Close to Save the invoice and View the invoice
Managing Invoice

It’s easy to view, edit or delete an Invoice. Whichever you need to do, it starts with clicking on Invoices under Sales in the main menu.

  • Clone Invoice
  • View / Edit / Delete Invoice
Point-of-Sales (POS)

POS is point of sales. It’s designed to sale & create invoice quickly.

To access this Feature Navigate Sales → POS

Recurring Invoice

Business suite allows to create two types of invoice, One time invoice & Recurring invoice. When you create recurring invoice, invoice generates automatically with the same data with new date and invoice status.

You will have to setup CRON jobs for the automation. To setup cron jobs navigate to Settings → Automation Settings

To create recurring invoice, Navigate to Sales → New Recurring Invoice

All other fields are same as Creating one time invoice, you will find a new field Repeat Every where you will define when the next invoice will be generated, you will be able to choose from the list-

  • Daily
  • Weekly
  • 2 Weeks
  • 3 Weeks
  • 4 Weeks
  • Month
  • 2 months
  • 3 months
  • 6 months
  • Year
  • 2 Years
  • 3 Years
Creating Quoation

What is Quote ?

A quote is a short form of  quotation also refers as estimate is a document that a seller ( Your business ) provides to a buyer ( Your customer ) to offer goods or services at a stated price, under specified conditions if any.

It will let your customer know how much their goods or services will cost before they commit to the purchase.

To create Quote in Business Suite Navigate Sales → Create New Quote

Managing Quotation

You will find all your quotes under Sales → Quotes.

Invoice Payments

Sometimes you may want to see all transactions related to your Invoice. In Business suite, you will get this under Sales → Payments

Purchase

Purchasing is like your business acquisition of goods and services.

In SYNTAX ACCOUNTING, you can track all your purchases. You can create purchase invoice or purchase order and give access to your suppliers.

Use:

  • Track all your purchases.
  • Give online access to your supplier the list of items you will require.
  • Make payment to your supplier and automatically connect with the Bank Accounts.
Creating and managing leads

What is Leads ?

If we describe Leads with in simple terms, a lead is an individual or company with an interest in what you are selling. The interest is expressed by sharing contact information, like an email ID, a phone number, or even a social media handle.

Here is some example how the interest can be expressed-

  • Person X called you and asked more details about your products or services. Now, you have the phone number or may be also the name of the person. Person X is not yet your customer, but Person X most probably will buy your product or service in the near future.
  • Person Y sent you an email and asking more informations for your products or services. Person Y is lead. You have email address and the name.
  • You meet Person Z in a seminar and showed interest of your products or services. Person Z gave you a business card. Person Z here is a lead.

So, here Person X, Y, Z they all are leads.

In Business suite you can easily manage those leads. You can create notes for instance about their interests, conversations etc. And you can also convert leads to customers once they commit to purchase your products.

You will be able to access, search, sort all Leads from the Admin Panel.

Creating Ticket

With Support Ticketing feature of Business suite, you can collect all customer support requests and manage them in one single location.

No matter how you provide customer support, the one constant for all businesses is that customers seek you out to help them resolve their issues.

In SYNTAX ACCOUNTING-

  • Customer can create support ticket from Customer Portal.
  • Admin can also create support ticket on behalf of customers from the Admin panel.
  • You can also create custom integrations to create support tickets for example using API.
Solving Tickets

Access all support tickets from Support → Tickets

Click on the Subject to view details of the Ticket. You will see the user interface like this-

Predefined Replies

You can save all your commonly asked questions, solutions with Predefined replies or Prewritten responses.

Go to Support → Predefined Replies

Later when solving tickets, you will be able to quickly pick the solutions from the Modal.

Tickets Department

Based on your business type, you can create / modify Support ticket departments.

Go to Support → Departments

Articles

You will find all knowledgebase articles under Knowledgebase > All Articles

Writing Article

To write new Article-

Go to Knowledgbase > New Article

Placing New Order

An order is a customer’s completed request to purchase one or more products or servicces from your business. In SYNTAX ACCOUNTING, An order is created when your customer completes the checkout process from the client portal.

 

Notes for Order-

You may configure from the settings whether you want to create invoice automatically after placing order or your want to manually review and approve the order from Admin end. To configure this go to- Settings → Choose Features and Set Order method from the dropdown-

  • Default: Invoice will be generated automatically after placing order and your customer will be able pay immediately.
  • Place order and create invoice later: If you choose this, invoice will not be generated automatically. You will have to manually approve the order from the Admin panel.
Upload, Sharing Document

You can store your business files using Documents. You can also share files with customers.

 

When uploading new documents, if you choose available for all customers, this fill will be shown for all customers in the Downloads section.

If you want to share a specific file to a specific customer. Go to customer profile and then go to Files tab-

Creating Tasks

To access Tasks, Login to Admin Panel and navigate to Tasks.

  • You can create new tasks by clicking on the + button.
  • Task will also be created from the tickets.
Event Calendar

Login to your Admin Portal and Go to Calendar

To create a new event, click on the + button

Products

The Products and Services list contains all the items and / or services you sell.

When adding products, you will find additional input field, like quantity currently available.

Services

To create a new Service, go to Products & Services > New Service

Service does not have quantity.

Account Statements

Go to Transactions under Reports

Income Reports

Go to Income Reports under Reports

Expense Reports

Go to Expense Reports under Reports-

Income vs Expenses

To compare Expenses with Incomes, go to Income vs Expense under Reports.

Reports by Date

To get the Reports by Date go to Reports by Date under Reports.