EDeskOnline Inventory
From EDeskWiki
Benefits of eBilling on eDeskOnline
This article will help you in getting started to use the Billing and Inventory System on eDeskOnline. This allows you to manage you clients billing and stock reporting from time to time, in a safe, convenient and fast way. No high stationery bills, No exorbitant printing expense, No wastage of resources, No unneccessary paper work. With a readymade format, you can print and draw bills with ease.
- No need to download / install any software on your computer. All preparation of invoices can be done online.
- These are constantly being improved, so please write to us if you need anything special to be done. More such systems are constantly under development. Currently eDesk online has put up 3 types of active billing systems.
- For service providers
- For manufacturers
- For traders
- eBilling is integrated with eDesk Onlines eAccounts section which means that any transaction you make, will get reflected in your eAccounts with the corresponding values.
- No need to remember you customers details and hunt for them, due to the customer ledgers linking feature.
- Design your own look using the customizable structure.
Billing And Invoice
The process of sending accounts to customers for goods or services is called billing. The document used is called an Invoice. The invoice may be attached to the goods or forwarded separately.
An invoice is a Commerce/commercial document issued by a sales/seller to a buyer, indicating the product (business)/products, quantities and agreed prices for products or services with which the seller has already provided the buyer. An invoice indicates that, unless paid in advance payment/advance, payment is due by the buyer to the seller, according to the agreement/agreed terms. Invoices are often called Bill (payment)/bills.
What is on an Invoice?
A typical invoice contains:
- Purchase order (PO), invoice and/or internal order numbers
- Tax ID number and/or Data Universal Numbering System (DUNS)
- Entry, Shipped, order and invoice dates
- Billing or "sold to", shipping, and "remit to" addresses
- Terms of payment including due date, discount due date and discount amount
- Line-item list for each item, one per row, with columns showing: quantity, unit of measure, unit cost, product description, sub-total line cost, tax, total line cost, and item notes.
- Shipping method and cost
- Sum of each column, showing total number of items, raw sub-total, sub-total tax, and total amount due
| Function | Tooltip |
|---|---|
| Billing/Invoice | Now send Account to customers for goods or services and also send them Invoice through eDesk Online. |
Step 1: Customising your bill with your own headers / footers
The eBilling System allows you to insert an image header / image footer into your bill to make it look professional. In the header you may add your logo, company/personal details or anything you specifically want to mention. The eBill footer may contain the address, contact information, CST/Tax numbers, Bank details, PAN details etc. To upload follow the insturctions below.
- Go to Start >> Programs >> My eAccounts
- From the left hand pane of the window that appears, Click on Billing Setup.
- Click the Upload button near the Bill Header Field.
- Click Browse and give the path of your bill header image on your local computer.
- Your Bill Header image will now get uploaded and you will see the image name in the Bill Header field.
- Click the Upload button near the Bill Footer Field.
- Click Browse and give the path of your bill footer image on your local computer.
- Your Bill Footer image will now get uploaded and you will see the image name in the Bill Footer field.
- Select the number of rows that you want in the Particulars column to fill in details.
- Click on the Save button to save your changes. Your invoice will now be customised as per your instructions.
While uploading remember that the header/footer should be only in JPG / GIF image format.
Step 2: Linking contact details for each customer ledger
A new innovation in the eBilling system allows you to auto-fetch contact details for payee from your eDesk Online address book while preparing the eBill/invoice, so that you dont need to remember any details.
Step 3: Entering Information
To start preparing the actual invoice:
- Go to Bill/Invoice(Services) in the left hand pane.
- In the Date: field enter the Invoice date.
- In the Invoice No: field type in the Invoice No. that you want to link it to.
- In the Bill To: field type the Invoice recipients name. If you have stored it in your accounts or in your eForm, the Auto fill option will show you all the different possible names.
- You then have to fill in the Items Serial No., Particulars and Amount.
- The total will automatically be calculated.
- You also get an option of adding a Narration:.Do not that the narration will not be printed in the bill and is just for your reference.
- You may also select the Projected Entry Box to analyse the effects and adjust the amounts in your bill.
- After finalising your bill you can click on the Save button to save the bill online.
Step 4: Print the invoice / bill
Simply print the invoice or bill.
Features
- Upload your bill header/footer
- Customize your bill header and footer, to give it a personal touch and professional look.
- Prepare your own billl header and footer with your company details and save it as an image file.
- Easy upload and customization of your invoice, makes it look professional
- Prepare your invoices online
- No need for extra paper
- No printing costs
- No wastage and unneccessary resource consumption.
- Permanent Record online
- Integrated with eDesk Online eAccounts section
- Automatically deduct the invoice amount from the appropriate ledger accounts.
- Your accounts remain consistent and updated at all times.
- No headache of tracking ledgers and remembering whom to receive payments from.
- Link customer ledgers to contact details in your address book
- If you have updated your contacts information in the address books, you can automatically view their data in the invoice.
- Their address and contact information will get auto updated when you select the recepient for the invoice.
- Auto fill feature for invoice recepient, makes it easier to bill an account.
Navigation
Start >> Programs >> My eAccounts >> Bill/Invoice(Services)
Features of the on-line Inventory software
- Maintains stock balances and generates Invoices.
- Will run on top of the eDeskOnline Accounts application ensuring seamless integration.
- There is no need to double-enter information.
- Maintain a product list: edit it at will.
- Print or email Stock In Hand reports at any time: you get the latest status.
- Uses worldwide standard Stock Valuation Method; viz. FIFO (First-In-First-Out)
- User friendly Description field .
- Taxes are automtically calculated.
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How to maintain Inventory
- Once we log into www.edeskonline.com, we are taken to a blue screen called the web-top.
- This page contains several images: one of which is an icon titled Accounts.
- Clicking on this icon will open the eAccounts page.
- This page is divided into several sections.
- Look at the left column ( in blue ). Several links are to be seen. They are described in more detail here-in-below.
Purchases
- Look at link = Voucher Entry
- Expand the option by clicking the '+' mark provided. This opens up further options.
- Clicking on link = Purchases, opens up a new window on the right hand side where you can make the purchase entry in the fields provided with Date and Invoice number and other details like Quantity, Rate, Product description etc.,
- Also there are fields for entering the Vendor and Purchase A/c, and with that Narration where you can fill the necessary details accordingly
Sales
- Look at link = Voucher Entry
- Expand the option by clicking the '+' mark provided. This opens up further options.
- Clicking on link = Sales, opens up a new window on the right hand side where you can make the sales entry in the fields provided like Date and Invoice number and other details like Quantity, Rate, Product description etc.,
- Several other fields also are available like Customer as to whom you are selling the goods to, Sale A/c and Narration for the description of the sale made.
Product list
- Look at link = Settings.
- Expand the option by clicking the '+' mark provided. This opens up further options.
- Clicking on link= Product List, opens up a image in the middle of the page. In that image top left side corner there is an option called New Product
- click on that to add the new product in the list.
- In the middle we can see the heading product list and below that
- three columns are there 1.Options 2.Product Name 3.Product Description.
Stock on hand
- Look at link = Reports
- Expand the option by clicking the '+' mark provided. This opens up further options.
- Clicking on the link = Stock on hand, opens up a new window on the right hand side with a table like in the image.
