# Business Features

The accounting needs of a business are quite different from that of a person. Businesses have customers that owe money, vendors which are owed money, employee payroll, more complex tax laws, etc. &app; offers business oriented features to facilitate these needs.

Accounts Receivable (A/R) are used by businesses to record sales for which they are not immediately paid. Accounts Payable (A/P) record bills that they have received, but might not pay until later. These types of accounts are used primarily when you have a lot of bills and receipts flowing in and out, and do not want to lose track of them just because you do not pay or get paid right away. For most home users, A/R and A/P are too complicated to be worth the effort.

Accounts Receivable (or A/R) refers to products or services provided by your company for which payment has not yet been received. This is represented on the balance sheet as an asset, because the expectation is that you will receive payment soon.

Accounts Payable (or A/P) refers to products or services bought by your company for which payment has not yet been sent. This is represented on the balance sheet as a liability because you will have to pay for them.

## Initial Setup

To set up &app; to handle accounts receivable and accounts payable for a company two preliminary things must be done. The first is to build an appropriate Account Hierarchy and the second is to register the company in &app;.

### Account Setup

There are many different ways to set up a business account hierarchy. You can start with the Business Accounts setup which is available from the New Account Hierarchy assistant, or you could build one manually. To access the prebuilt Business Accounts, start &app; and click on File New File and proceed until you see the list of available accounts, select Business Accounts.

The prebuilt Business Account hierarchy will not meet your needs exactly. You will need to make adjustments for the hierarchy to function well with your particular situation. It should be close enough that it is recommended you begin with it.

### Company Registration

After you have built the account structure, register the &app; file as belonging to your company by filling in the data requested in the accessible from the File Properties menu item.

## Accounts Receivable

&app; has an integrated accounts receivable system.

To use &app;’s integrated accounts receivable system, you must first set up an account (usually a sub-account under Assets) defined with account type A/Receivable. It is within this account that the integrated A/R system will place transactions.

            Basic A/R Account Hierarchy:

            -Assets
            -Checking
            -Accounts Receivable
            -Income
            -Sales

You need to add additional asset, expense, and income accounts to this hierarchy for it to be useful. The important aspects of this hierarchy are the use of an income account and the Accounts Receivable asset account, with account type set to A/Receivable.

The transactions generated by the A/R system are recorded within the Accounts Receivable account. You generally do not work directly with this account. You generally work with the four integrated &app; A/R application components available through the Business Customer sub-menu. These four components are:

  People or companies to whom you sell products or services on credit.

  The physical invoice you send to a customer to request payment. This invoice contains an itemized list of things you sold.

  Is where you register Customer Jobs. Jobs are a mechanism by which you can group multiple invoices to a particular customer.

  Used to register payments you received from a customer.

The following sections introduce the individual components in more detail.

## Customers

Customers are people or companies to whom you sell goods or services. They must be registered within the A/R system.

### New

To register a new customer, enter the menu Business Customer New Customer. Fill in customer information, such as Company Name, Address, Phone, Fax, etc. Below is a list of the other options:

- Identification - Customer Number - can be any number by which you would like to refer to this customer. You may leave it blank and a number will be chosen automatically. See for more info.

- Identification - Active - differentiates active customers from inactive ones. This is useful when you have many past customers, and you want to see only those marked active.

- Billing Address - Name - is the contact name of the person to receive the invoices.

- Notes - records any additional comments about the customer.

- Billing Information - Currency - specifies the default billing currency.

- Billing Information - Terms - specifies the default billing terms for this customer. Billing terms must be preregistered using Business Billing Terms Editor.

- Billing Information - Discount - gives the customer a default percentage based discount at the time of invoice creation. Enter a value from 0 to 100. You can override the default discount when you create an invoice.

- Billing Information - Credit Limit - stores the maximum credit you are willing to extend to the customer. This field is for your reference purposes only. &app; does not use the value.

- Billing Information - Tax Included - this specifies whether nor not tax is included in invoice amounts by default. You can choose Yes, No, or Use Global.

  - Yes means that the tax is already included in amounts on invoices.

  - No means tax is not included.

  - Use Global means to use the setting made in the global preferences accessible through Edit Preferences (Gnucash Preferences on Mac OS X).

- Billing Information - Tax Table - specifies a default tax table to apply to invoice line items. Tax tables must be registered from the Business Tax Table Editor menu item.

- Shipping Address - records the customer’s shipping address if it is different from the billing address. The shipping address is for your reference. &app; does not use the value.

### Find and Edit

To search for an existing customer, use the Business Customer Find Customer window. You select a customer to View/Edit from the results of the search. This window is also used to look up customers when creating invoices and processing payments.

If many customers match the search criteria you provide, the search can be refined by running an additional search within the current results. The current result set is searched when the Refine Current Search radio button is selected. In fact, &app; selects this option for you after you run the initial search.

If the customer you are searching for does not match the supplied search criteria, change the search criteria, click the New Search radio button and then the Find button. The relevant step is the New Search selection. If the customer is not in the result of the original search, and you only search within this set, the customer cannot be found, regardless of new search criteria.

To return a list of all registered active customers, set the search criterion to matches regex, and place a single dot "." in the text field area. Make sure Search only active data is checked, then click Find. The regular expression "." means to match anything.

## Invoices

An invoice is the paperwork you send to a customer to request payment for products or services rendered. &app; can generate and track invoices.

A credit note is the paperwork you send to a customer to correct products or services rendered that were incorrectly invoiced. &app; can generate and track credit notes via the same menu entries as invoices.

This section applies to both invoices and credit notes. In order to avoid repeating everything twice and to keep the text easier to read it will refer only to invoices. You can apply it equally to credit notes. Only where the behaviour of credit notes differs from invoices this will be explicitly mentioned.

### New

To send an invoice to a customer you must first create a new invoice. To create an invoice use Business Customer New Invoice. The New Invoice window must be filled in appropriately:

- Invoice Information - Type - the type of customer document to create - either an invoice or a credit note.

- Invoice Information - Invoice ID - the identification number of this invoice. This is your internal number for this invoice. If you leave it blank, an invoice number will be generated automatically. See for more info

- Invoice Information - Date Opened - the date this invoice was created.

- Billing Information - Customer - the customer who is to receive this invoice. If you remember the company name you entered in the New Customer window for this customer, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Customer window described in . Highlight the customer you are looking for with a click in the search results, then press the Select button.

- Billing Information - Job (optional) - associates the new invoice with a customer job (see ). If you remember the job name you entered in the New Job window for this job, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Job window. This window is the same to the one described in . Highlight the job you are looking for with a click in the search results, then press the Select button.

- Billing Information - Billing ID - this is the customer’s PO Number or other customer reference number. You should use it to identify your invoices to this customer (and job, if you have one).

- Billing Information - Terms - the payback terms agreement for this invoice. A list of registered terms is available within the pop up menu. If you specified a default value for the selected customer, this field is initialized with the default.

When you click the OK button, the Edit Invoice window opens.

### Edit

From the Edit Invoice window you can enter an itemized list of goods and services you sold on this invoice in a manner similar to how the account register works. For credit notes you enter an itemized list of goods and services you refunded instead.

There are 15 columns in the Invoice Entries area:

- Date - The date this item was sold.

- Invoiced? - X means the item is attached to this invoice, an empty box means the item is not attached to this invoice. The item is attached for you when you proceed to the next line item.

- Description (optional) - is what the item or service is called.

- Action (optional) - is a user defined field. You can place Cost Center information here, or use one of the 3 predefined actions, Hours, Material, or Project.

- Income Account - selects which income account is credited with this income.

- Quantity - tracks how many of the items you sold.

- Unit Price - is the unit price of the item.

- Discount Type - is the type of discount:

  - $ means Discount is a monetary value

  - % means Discount is a percentage.

  You can click the field to toggle between the discount types.

- Discount How - the discount can be computed as follows:

  - > means the discount applies after tax.

  - < means the discount applies before tax.

  - = means both discount and tax are applied to the pretax value.

  You can click the field to change the setting.

- Discount (optional) - is the total discount, in monetary units or percentage, depending on Discount Type. You can leave it blank for no discount. Any default discount you specified for the customer will be automatically entered for each new item.

- Taxable? - is this item taxable? X means yes, a blank field means no. You can click the field to toggle the setting.

- Tax Included? - has the tax already been included in the unit price? X means yes, a blank field means no. For example, if there is 1 item of $100 with a tax of 5% then:

  - If Tax Included is empty, then subtotal = $100 and tax = $5.

  - If Tax included is set (X), then subtotal = $95.23 and tax = $4.77. The computation is: Subtotal = Total / (1+taxrate) and Tax = Total - Subtotal = Total - (Total / (1+taxrate)).

- Tax Table (optional) - this is a pop up menu of all the available tax tables. If you make the item taxable, then this table is used to compute the amount of tax. The tax table determines tax percentages and the accounts to which tax is charged.

- Subtotal (uneditable) - is the computed subtotal for this item (less tax).

- Tax (uneditable) - is the computed tax for this item.

When you have finished entering all the items, you can Post and print the invoice.

### Post

When you finish editing an invoice and are ready to print, you must Post the invoice. The invoice does not have to be posted immediately. In fact, you should only post an invoice when you are ready to print it. Posting an invoice places the transactions in an accounts receivable account.

The Post Invoice window appears and asks you to enter the following information:

- Post Date - specifies the date for the transactions entered into the accounts receivable account. By default this is the invoice’s Date Opened (see for information about that date).

- Due Date - is the date on which payment for the invoice is expected.

  - If you specified payment terms when you created the invoice, the date is calculated according to selected terms, and the entry field is insensitive.

  - If you did not specify payment terms, enter the expected payment due date here.

- Description - is an arbitrary description. When invoice transactions are placed in the accounts receivable account, this description is entered in the memo field of those transactions.

- Post To Account - selects the accounts receivable account in which invoice transactions are posted. You can select the account from a list of existing A/Receivable accounts.

- Accumulate Splits - determines if invoice items which transfer to the same account are combined into a single split for that account or entered individually. For the sample invoice which sold Nails and a Hammer, the setting affects post results as follows:

  - Checked (splits are accumulated) - a single transfer of $575.00 from the Income:Sales account is recorded.

  - Not checked - the transaction created in the A/Receivable account, shows two transfers from Income:Sales account $100.00 and $475.00. The memo fields in the splits indicate the sale of Nails and the Hammer (the item descriptions entered on the invoice) respectively.

### Find

To find an existing invoice, use the Business Customer Find Invoice menu item. From the results of the search, you can select an invoice to edit or view.

Before you can edit a posted invoice, you will need to Unpost it.

One of the design goals in &app;’s Account Receivable system was to allow different processes to get to the same state, so you can reach an invoice from different directions based on the way you think about the problem:

- You can search for the customer first, then list their invoices.

- You can search for invoices by number or by company name.

- You can list invoices associated with a customer job.

### Print

After you post an invoice, you should print it and send it to your customer. To print an invoice use File Print Invoice menu item.

You can modify the appearance of the invoice, IE: add a company logo, etc. To do so, see the .

Invoices can also be printed from the main window by selecting Reports Business Reports Printable Invoice from the main menu. The resulting report window states that no valid invoice is selected. To select the invoice to print:

1. Use the Options Toolbar button or select Edit Report Options from the main menu.

2. Select the General tab of the report options dialog.

3. Click the Select button next to the Invoice Number field.

4. Search for the invoice as usual.

You can also print invoices from within the Process Payment dialog. See the for instructions on how to do so.

### Assign Starting Invoice Number

By default, &app; starts with invoice number 1 and increments from there. You can manually type an invoice number into the text box each time you create an invoice, but this gets tiring and sooner or later leads to duplicate numbers.

You can change the starting invoice number if it is important you. Use File Properties, access the Counters tab, change the Invoice number value to be one less than your desired starting invoice number and click the OK button or the Apply button.

## Customer Jobs

Customer Jobs are used to group multiple invoices and credit notes to the same customer. Use of the Customer Jobs feature is optional. The feature is useful when you have multiple jobs for the same customer, and would like to view all the invoices and credit notes related to a single job.

To use customer jobs, you must create them using the Business Customer New Job menu item. You will see the New Job window. The editable fields are:

- Job Info - Job Number (optional) - enter the number for this job. If left blank, a number will be chosen for you. See for more info.

- Job Info - Job Name - the name you want to assign to the new job.

- Owner Info - Customer - the customer for whom the job is created. If you remember the company name you entered in the New Customer window for this customer, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Customer window described in . Highlight the customer you are looking for with a click in the search results, then press the Select button.

- Owner Info - Billing ID - the customer’s reference to this job (e.g. their PO Number). This is the "Billing Identification" that they require to correlated your invoices with their order. The Billing ID you enter is used to set the billing id for new invoices associated with this job.

- Job Active - toggles this job being active or not. This is useful when you have many inactive jobs, since it is easier to search only among jobs that are marked active.

To edit an existing customer job, use the Business Customer Find Job menu item. Select the desired job in the search results, and click the View/Edit Job button.

To select from the invoices and credit notes associated with a given job, use Business Customer Find Job menu item. Select the desired job in the search results and click the View Invoices button. A window listing invoices and credit notes associated with this job appears. Select an invoice or credit note and click the View Invoice button to open an invoice editor in the main application window.

## Process Payment

Eventually, you will receive payment from your customers for outstanding invoices. To register these payments, use the Process Payment application found in Business Customer Process Payment.

The Process Payment application consists of:

- Payment Information - Customer - the customer who paid you. If you remember the company name you entered in the New Customer window for this customer, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Customer window described in . Highlight the customer you are looking for with a click in the search results, then press the Select button.

- Payment Information - Invoice - the invoice for which payment was received. If you remember the invoice ID, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Invoice window described in . Highlight the invoice you are looking for with a click in the search results, then press the Select button.

- Payment Information - Date - the date you you received payment.

- Payment Information - Amount - the amount of money received.

- Payment Information - Num - the check number.

- Payment Information - Memo - any comments about this payment.

- Post To - the A/Receivable account to which to post this transaction.

- Transfer Account - the account where the money will be deposited (a checking account for example).

## Changing the Invoice Appearance

The default Invoice style, as shown in , is fairly barren. The default invoice style leaves the top part of the form blank, so you can print on company letterhead paper. There are some things you can do to change invoice appearance.

Use File Properties to enter your Company informations in the Business tab of the Book Options window. Some of the entered informations are printed on the right side of invoices.

To add a customized background, heading banner or logo to invoices, modify the invoice style sheets. To do this, go to Edit Style Sheets and select the New button in the Select HTML Style Sheet window that will appear.

Give a Name to the new style sheet (e.g. Custom Invoice) and select the Fancy Template. When you click the OK button, the HTML Style Sheet Properties window is displayed. This window presents you five sections listed in the left pane: Colors, Fonts, General, Images, and Tables. The Colors section allows you to change the colors of various items of the invoice. The Fonts section lets you set fonts type and dimensions. The General section allows you to set the Preparer and Prepared for information, and to Enable Links. The Images section allows you to import graphics into the style sheet. The Tables section allows you to adjust the spacing around the tables which make up the invoice.

To include a company logo, banner heading and background image, use your favorite graphics application such as The Gimp or OpenOffice Draw to save the images in either GIF or PNG format. Then import them into the style sheet using the Images section described above.

The images are placed in the invoice as follows. The Background Tile is tiled to become the background image, the Heading Banner goes to above the invoice text, and the Logo is placed in the upper left corner of the invoice to the left of the Heading Banner. You will probably have to try a few different sized images until you get the invoices to print nicely. Some sizing suggestions are that the Logo should be 1 square cm (~0.5 inch), and the Heading Banner should be 15 cm (~6 inches) wide and 1 cm (~0.5 inch) tall.

With the style sheet configured, when you print the invoice, you select the style sheet to use from the Options menu.

## Accounts Payable

&app; has an integrated accounts payable system. The transactions generated by the A/P system are placed within the Accounts Payable account, as a record of what occurs. Generally you do not directly work with this account but use the four integrated &app; A/P application components. The A/P components are available from the Business Vendor sub-menu. These A/P components are:

- Vendors are people or companies from which you buy products or services on credit.

- Bills represent the physical bills vendors send to request payment from you. A bill contains an itemized list of things you purchased.

- Jobs (optional) is where you register Vendor Jobs. Jobs are mechanism by which you can group multiple bills from a particular vendor.

- Process Payments is where you register payments to a vendor to whom you owe money.

The following sections introduce the individual Accounts Payable application components.

## Vendors

A vendor is a company or person from whom you purchase goods or services. Vendors must be registered within the A/P system.

### New

To register a new vendor, select the Business Vendor New Vendor menu item. Fill in general information about the vendor, such as Company Name, Address, Phone, Fax, etc. Below is a list of the other options:

- Identification - Vendor Number - can be any number by which you would like to refer to this vendor. You may leave it blank and a number will be chosen automatically. See for more info

- Identification - Active - differentiates active vendors from inactive ones. This is useful when you have many past vendors, and you want to see only those marked active.

- Payment Address - Name - is the contact name of the person to receive payments you make.

- Notes - records any additional comments about the vendor. Use it to track names of contact people within the vendor’s company, for example.

- Payment Information - Currency - specifies the default payment currency.

- Payment Information - Terms - specifies the default payment terms for this vendor. Payment terms must be preregistered using Business Billing Terms.

- Payment Information - Tax Included - specifies if tax is included in bills from this vendor. You can choose Yes, No, or Use Global.

  - Yes means that tax is already included in amounts on bills.

  - No means tax is not included.

  - Use Global means to use the setting made in the global preferences accessible through Edit Preferences (Gnucash Preferences on Mac OS X).

- Payment Information - Tax Table - specifies a default tax table to apply to bills from this vendor. Tax tables must be registered using the Business Tax Table menu item.

### Find and Edit

To search for an existing vendor, use the Business Vendor Find Vendor window. You select a vendor to View/Edit from the results of the search. This window is also used to look up a vendor when entering bills and processing payments.

If many vendors match the search criteria you provide, the search can be refined by running an additional search within the current results. The current result set is searched when the Refine Current Search radio button is selected. In fact, &app; selects this option for you after you run the initial search.

If the vendor you are searching for does not match the supplied search criteria, change the search criteria, click the New Search radio button and then the Find button. The relevant step is the New Search selection. If the vendor is not in the result of the original search, and you only search within this set, the vendor cannot be found, regardless of new search criteria.

To return a list of all registered active vendors, set the search criterion to matches regex, and place a single dot . in the text field area. Make sure Search only active data is checked, then click Find. The regular expression . means to match anything.

## Bills

A bill is a request for payment you receive from a vendor. &app; can track bills.

A credit note is the document you receive from a vendor to correct products or services rendered that you were incorrectly charged for on a bill. &app; can generate and track credit notes via the same menu entries as bills.

This section applies to both bills and credit notes. In order to avoid repeating everything twice and to keep the text easier to read it will refer only to bills. You can apply it equally to credit notes. Only where the behaviour of credit notes differs from bills this will be explicitly mentioned.

### New

When you receive a bill from a vendor and want to enter it into &app;, you must create a new bill. To create a new bill use the Business Vendor New Bill menu item, and fill in the resulting window appropriately.

- Invoice Information - Type - the type of vendor document to create - either a bill or a credit note.

- Invoice Info - Invoice ID (optional) - the identification number of the invoice as emitted by the vendor (IE: the vendor’s internal number for this invoice).

- Invoice Info - Date Opened - the date the Invoice was emitted by the vendor.

- Billing Info - Vendor - the issuing vendor. If you remember the company name you entered in the New Vendor window for this vendor, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Vendor window described in . Highlight the vendor you are looking for with a click in the search results, then press the Select button.

- Billing Info - Job (optional) - associates a vendor job (see ) with this bill. If you remember the job name you entered in the New Job window for this job, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Job window. This window is very similar to the one described in . Highlight the job you are looking for with a click in the search results, then press the Select button.

- Billing Info - Billing ID (optional) - the vendor’s ID for the bill (e.g.: their invoice #).

- Billing Info - Terms - the pay back terms agreement for this bill. A list of registered terms is available within the pop up menu. If you specified a a default value for the selected vendor, this field is initialized with the default.

- Chargeback Project - Customer (optional) - the customer to associate with this bill. This is used to charge your customer later.

- Chargeback Project - Job (optional) - the customer job to associate with this bill.

When you click the OK the Edit Bill opens.

### Edit

From the Edit Bill window you can enter an itemized list of goods and services you purchased, in a manner similar to how the account register works. For credit notes you enter an itemized list of goods and services the vendor refunded instead.

There are 12 columns in the Invoice Entries area:

- Date - The date this item was sold.

- Invoiced? - X means the item is attached to this invoice, an empty box means the item is not attached to this invoice. If the box is empty you can attach the item to the invoice by first selecting the item row and then clicking in this box.

- Description (optional) - is what the item or service is called.

- Action (optional) - is a user defined field. You can place Cost Center information here, or use one of the 3 predefined actions, Hours, Material, or Project.

- Expense Account - selects the expense account to change for this item.

- Quantity - tracks how many of the items you bought.

- Unit Price - is the unit price of the item.

- Taxable? - is this item taxable? X means yes, a blank field means no. You can click the field to toggle the setting.

- Tax Included? - has the tax already been included in the unit price? X means yes, a blank field means no.

- Tax Table (optional) - this is a pop up menu of all the available tax tables. If the item is taxable and tax has not been included in the unit price, then this tax table is used to compute the amount of tax.

- Subtotal (uneditable) - computed subtotal for this item (less tax)

- Billable - is this item billable to the chargeback customer/job?

When you have finished entering all the items, Post the bill.

### Post

When you finish editing a bill, you should Post the bill. You do not have to post the bill, you can close it and return to it later. You have to post the bill eventually. Posting a bill places its transactions into an accounts payable account. The Post Bill window appears and asks you to enter information:

- Post Date - specifies the date for the transactions entered into the accounts payable account.

- Due Date - is the date on which payment for the bill is expected.

  - If you specified payment terms when you created the bill, the date is calculated according to selected terms, and the entry field is insensitive.

  - If you did not specify payment terms, enter the expected payment due date here.

- Description - is an arbitrary description. When bill transactions are placed in the accounts payable account, this description is entered in the memo field of those transactions.

- Post To Account - selects the accounts payable account in which bill transactions are posted. You can select the account from a list of existing A/Payable accounts.

- Accumulate Splits - determines if bill items which transfer to the same account are combined into a single split for that account or entered individually. For the sample bill for Letterhead and Envelopes, the setting affects post results as follows:

  - Checked (splits are accumulated) - a single transfer of $100.00 to the Expenses:Office Supplies account is recorded.

  - Not checked - the transaction created in the A/Payable account, shows two transfers to Expenses:Office Supplies account $75.00 and $25.00. The memo fields in the splits indicate the purchase of Letterhead and Envelopes (the item descriptions entered on the bill) respectively.

### Find

To find an existing bill, use the Business Vendor Find Bill menu item. From the results of the search, you can select a bill to edit, or view.

Before you can edit a posted bill, you will need to Unpost it.

There are other ways to access an existing bill. These are similar to accessing invoices for your customers. See for more information.

## Vendor Jobs

Vendor Jobs are used to group multiple bills and credit notes from a single vendor. Use of the vendor jobs feature is optional. The feature is useful when you have multiple jobs for the same vendor, and would like to view all the bills and credit notes for a single job.

To use vendor jobs, you must create them using the Business Vendor New Job menu item. You will see the New Job window. The editable fields are:

- Job Info - Job Number (optional) - enter the number for this job. If left blank, a number will be chosen for you.

- Job Info - Job Name - the name you want to assign to the new job.

- Owner Info - Vendor - the vendor for whom the job is created.

- Owner Info - Billing ID - the vendor’s reference to this job (e.g. their PO Number).

- Job Active - toggles this job being active or not. This is useful when you have many inactive jobs, since it is easier to search only among jobs that are marked active.

To edit an existing vendor job, use the Business Vendor Find Job menu item. Select the desired job in the search results, and click the View/Edit Job button.

To select from the bills and credit notes associated with a given job, use Business Vendor Find Job menu item. Select the desired job in the search results and click the View Invoices button. A window listing bills and credit notes associated with this job appears. Select a bill or credit note and click the View Invoice button to open a bill editor in the main application window.

## Process Payment

Eventually, you need to pay your bills. To do so, use the Process Payment application found in Business Vendor Process Payment.

The Process Payment application consists of:

- Payment Information - Vendor - the vendor you wish to pay. If you remember the company name you entered in the New Vendor window for this vendor, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Vendor window described in . Highlight the vendor you are looking for with a click in the search results, then press the Select button.

- Payment Information - Bill - the bill you wish to pay. If you remember the bill ID, start to type it in this field and &app; will try auto complete it for you. Else, press the Select... button to access the Find Bill window described in . Highlight the bill you are looking for with a click in the search results, then press the Select button in the search window.

- Payment Information - Date - the date you wish to make the payment, normally the current date.

- Payment Information - Amount - the amount of money to transfer in this payment.

- Payment Information - Num - the check number.

- Payment Information - Memo - any comments about this payment.

- Post To - the A/Payable account to post this transaction.

- Transfer Account - the account from which money for the payments comes from, such as a checking account.

## Employees

&app; can help your company by tracking employees. You can register a , existing employees, create and .

Expense voucher are used to reimburse employees for authorized expenses (f.e. travels, parking, food etc...). Employees credit notes are the opposite of expense vouchers.

### New Employee

To register a new employee, select the Business Employee New Employee menu item. The New Employee window will open with two tabs:

#### Employee tab

- Identification - Employee Number - can be any number by which you would like to refer to this vendor. You may leave it blank and a number will be chosen automatically. See for more info.

- Identification - Username (Mandatory) - a unique username to identify the employee.

- Identification - Active (Optional) - differentiates active employees from inactive ones. This is useful when you have many past employees, and you want to see only those marked Active.

- Payment Address - Name (Mandatory) - the full name of the employee.

- Payment Address - Address (Mandatory) - the address of the employee.

- Payment Address - Phone, Fax, Email (Optional)- others optionals contact information for the employee.

- Interface - Language (Optional) -

- Payment Information - Currency (Optional) - specifies the default payment currency.

- Payment Information - Terms (Optional) - specifies the default payment terms for this employee. Payment terms must be preregistered using Business Billing Terms.

- Billing - Default Hours per Day (Optional) -

- Billing - Default Rate (Optional) -

- Billing - Currency (Optional) -

- Billing - Credit Account (Optional) -

#### Access Control tab

- Access Control List

### Find and Edit

To search for an existing employee, use the Business Employee Find Employee... menu. You select an employee to View/Edit from the results of the search. This window is also used to look up an employee when entering voucher and processing payments.

If many employees match the search criteria you provide, the search can be refined by running an additional search within the current results. The current result set is searched when the Refine Current Search radio button is selected. In fact, &app; selects this option for you after you run the initial search.

If the employee you are searching for does not match the supplied search criteria, change the search criteria, click the New Search radio button and then the Find button. The relevant step is the New Search selection. If the employee is not in the result of the original search, and you only search within this set, the employee cannot be found, regardless of new search criteria.

To return a list of all registered active employees, set the search criterion to matches regex, and place a single dot . in the text field area. Make sure Search only active data is checked, then click Find. The regular expression . means to match anything.

### New Expense Voucher/Credit Note

To register a new expense voucher/ Credit Note, select the Business Employee New Expense Voucher... menu item. The New Expense Voucher window will open. You can enter the following data:

- Voucher information - Type (Optional) - select if you are entering a Voucher or a credit note.

- Voucher information - Voucher ID (Optional) - can be any number by which you would like to refer to this voucher. You may leave it blank and a number will be chosen automatically. See for more info.

- Voucher information - Date opened - the date of the voucher. Click on the button on the right of the date to open a calendar.

- Billing information - Employee (Mandatory) - the employee to which voucher refers.

  The field supports auto-completion so if you start typing &app; will try to complete the text automatically using existing employees name. You can also press the button Select... to open the Find Employee window.

- Billing information - Billing ID (Optional) - the identification number of the document (f.e. the bill number for a dinner).

- Billing information - Terms (Optional) - the pay back terms agreement for this bill. A list of registered terms is available within the pop up menu.

- Default chargeback project - Customer (Optional) - the Customer to wich voucher refers.

  The field supports auto-completion so if you start typing &app; will try to complete the text automatically using existing Customer name. You can also press the button Select... to open the Find Customer window.

- Default chargeback project - Job (Optional) - the Customer Job to wich voucher refers.

  you can type in this field only if there is one or more job registered in &app; belonging to the selected Customer.

  The field supports auto-completion so if you start typing &app; will try to complete the text automatically using existing Customer name. You can also press the button Select... to open the Find Customer window.

- Notes - records any additional comments about the voucher/credit note.

### Find and Edit Expense Voucher/Credit Note

To search for an existing Expense Voucher, use the Business Employee Find Expense Voucher... menu item. You select an Expense Voucher to View/Edit from the results of the search. This window is also used to look up an expense voucher when entering voucher and processing payments.

If many expense vouchers match the search criteria you provide, the search can be refined by running an additional search within the current results. The current result set is searched when the Refine Current Search radio button is selected. In fact, &app; selects this option for you after you run the initial search.

If the expense voucher you are searching for does not match the supplied search criteria, change the search criteria, click the New Search radio button and then the Find button. The relevant step is the New Search selection. If the expense voucher is not in the result of the original search, and you only search within this set, the voucher cannot be found, regardless of new search criteria.

To return a list of all expense vouchers, set the search criterion to matches regex, and place a single dot . in the text field area. Make sure Search only active data is checked, then click Find. The regular expression . means to match anything.